PRAgency RFP

REQUEST FOR PROPOSAL
SELECTION OF
A PUBLIC RELATIONS & BRAND
DEVELOPMENT AGENCY
FOR
UTTAR PRADESH TOURISM
E-BID REFERENCE: DOT / PR/2023
E-TENDER PORTAL: HTTPS://ETENDER.UP.NIC.IN

29th April 2023
DEPARTMENT OF TOURISM,
GOVERNMENT OF UTTAR PRADESH
PARYATAN BHAWAN, C-13, VIPIN KHAND, GOMTI NAGAR,

LUCKNOW – 226010, UTTAR PRADESH (INDIA)
TEL: (91) 522 – 2308017/2308993
E-MAIL:PUBLICITY.UPTOURISM@GMAIL.COM
WEBSITE: WWW.UPTOURISM.GOV.IN
1 | Page
RFP for Selection of a PR and Brand Development Agency
Disclaimer
The information contained in this tender or subsequently provided to the bidder, whether
verbally or in documentary or in any other form by or on behalf of Department of Tourism,
government of Uttar Pradesh (herein after referred as DOT) or any of its employees, is provided
to the bidder on the terms and conditions set out in this tender and such other terms and
conditions subject to which such information is provided.
This tender is not an agreement or an offer by the DOT to the prospective bidder or any other
person. the purpose of this tender is to provide bidders with information that may be useful to
them in the formulation & submission of their bids pursuant to this tender.
This tender may not be appropriate for all persons, and it is not possible for the DOT and its
employees to consider the objectives, technical expertise and particular needs of each party
who reads or uses this tender. the assumptions, assessments, statements and information
contained in this tender, may not be complete, accurate, adequate or correct. each bidder
should, therefore, conduct its own investigations and analysis and should check the accuracy,
adequacy, correctness, reliability and completeness of the assumptions, assessments and
information contained in this tender and obtain independent advice from appropriate sources.
information provided in this tender to the bidders may be on a wide range of matters, some of
which may depend upon interpretation of law. the information given is not intended to be an
exhaustive account of statutory requirements and should not be regarded as a complete or
authoritative statement of law. The DOT accepts no responsibility for the accuracy or otherwise
for any interpretation or opinion on the law expressed herein.
The DOT and its employees/advisors make no representation or warranty and shall have no
liability to any person including any bidder under any law, statutory rules or regulations or tort,
principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or
expense which may arise from or be incurred or suffered on account of anything contained in
this tender or otherwise, including accuracy, adequacy, correctness, reliability or completeness
of the tender and any assessment, assumption, statement or information contained therein or
deemed to form
part of this tender or arising in any way in this selection process.
The DOT also accepts no liability of any nature whether resulting from negligence or otherwise
however caused arising from reliance of any bidder upon the statements contained in this
tender.
The DOT may in its absolute discretion, but without being under any obligation to do so, update,
amend or supplement the information, assessment or assumption contained in this tender.
The issue of this tender does not imply that the DOT is bound to select a bidder or to appoint
the selected bidder as the case may be, for the job and the DOT reserves the right to reject all
or any of the applications/bids without assigning any reasons whatsoever.
2 | Page
Instruction for E-tendering
The bidding process for this tender will be completed online through e-tender portal. The tender
document can be downloaded free of cost from the e-tender portal.
The bidder has to register with his/her digital signature certificate (DSC) in the e-tendering
system and subsequently he/she will be allowed to carry out his/her e-bid submission activities.
registering the digital signature certificate (DSC) is a one-time activity. before proceeding to
register his/her DSC, the bidder should first log on to the e-tendering system using the user
login option on the home page with the login id and password with which he/she has registered.
For successful registration of DSC on e-procurement portal http://etender.up.nic.in, the bidder

must ensure that he/she should possess class-2/class-3 DSC issued by any certifying
authorities approved by the controller of certifying authorities, government of India, as the e-
procurement website http://etender.up.nic.in is presently accepting DSCs issued by these
authorities only. the bidder can obtain user login id and perform DSC registration exercise even
before e-bid submission date starts. the bidder shall be required to use own digital signature
while uploading its bid. the bidder shall be required to upload the bid using its digital signature
only. failure to comply or usage of digital signature of other firm shall be liable for rejection of
the bid.
The bidders must upload all the required documents (which would form the technical proposal)
electronically in the pdf format, except for the financial proposal submission form (BOQ) which
will be electronically uploaded on the prescribed xls format only on the e-tender portal. it is
suggested that the pdf files should be made in grayscale using the minimum readable
appropriate resolution so that the size of the files is minimized for fast uploading on the e-
tender portal https://etender.up.nic.in. the required electronic documents for each document
label of technical (project details, annexures, etc.) schedules/packets can be clubbed together
to make single label file. The size of single label file should not exceed 40 mb size along with
uploading the e-bids online, the demand draft for the tender fee and the EMD has to be
submitted in original (hard copy) in a separate envelop on or before the day of technical bid
opening at the address given below. The Demand Drafts should be drawn in favour of
director general Tourism, Government of Uttar Pradesh, and payable at Lucknow.
The presentation has to be submitted as a part of the technical proposal. however, to support
easy submission and to reduce the size of the e-bid file to be uploaded, the presentation can
also be submitted as hard copy in a separate envelop on or before the day of technical bid
opening. The technical e-bids will be opened at the below address, and the presentation can
also be submitted to the following address:
Paryatan Bhawan 4th floor, C-13, Vipin Khand, Gomti Nagar, Lucknow – 226010, Uttar
Pradesh
3 | Page
Notice Inviting Tender
The DOT invites sealed technical and financial proposals for the ‘Selection of a PR & Brand
Development Agency for Uttar Pradesh Tourism’
S.no. Description Date/Details

Issue of tender document on the e-
1. tender 29th April 2023
portal https://etender.up.nic.in
INR 20,000 + 18% GST (Rs. 23,600/-)
payable in the form of demand draft,
in
2. Tender fee
favor of director general tourism,
government of Uttar Pradesh, payable
at Lucknow
INR 1,50,000/-
payable in the form of demand draft,
in
3. Earnest money deposit (EMD)
favor of director general tourism,
government of Uttar Pradesh, payable
at Lucknow
4. Contract Value Approximately Rs. 150 Lakhs per year
5. Receipt of pre-bid queries 11h May 2023

6. Pre-bid meeting 11th May, 14:00 hrs.
7. Issue of corrigendum if any
8. Bid submission start date 11th May 2023
9. Bid submission closing date 23rd May 2023 14.00 hrs
10. Opening of technical e-bid 24th May 2023 16.00 hrs
11. Technical presentation (ppt) To be confirmed, later
12. Financial e-bid opening To be confirmed, later
PRE-BID QUERIES SHOULD BE SUBMITTED AT

PUBLICITY.UPTOURISM@GMAIL.COM WITH SUBJECT: ‘E-BID REFERENCE: DOT /
PR, PRE-BID QUERIES’
THE PLACE OF OPENING E-BIDS:
PARYATAN BHAWAN 4TH FLOOR, C-13, VIPIN KHAND, GOMTI NAGAR, LUCKNOW –
226010, UTTAR PRADESH
4 | Page
Project Background
Uttar Pradesh is the fourth largest state in India, with an approximate area of 243,290 sq. km.
it is also the most populous state in the country, with a population of 199.5 million (2011). Uttar
Pradesh is one of the most favored state for tourists in India, with a consistent ranking amongst
the top states in terms of tourist arrivals. in 2019, Uttar Pradesh was ranked 1 st in terms of the
domestic tourist arrivals and 3rd in terms of the foreign tourist arrivals. Uttar Pradesh, with its
strong and diverse culture is home to many events and festivals also. Through innovative and
rigorous marketing and branding initiatives, Uttar Pradesh tourism is establishing itself as a
preferred tourism destination in India, by making optimum use of tourism experiences across
vibrant cities, attractions, nature, wildlife, adventure, food, heritage, religion and culture of Uttar
Pradesh.
The tourism industry in Uttar Pradesh has a significant contribution to the state’s economic
growth. the contribution of tourism to employment generation, both direct and indirect, is of
immense importance to the state. the government of Uttar Pradesh understands the
importance of the tourism sector and has already identified tourism as a priority sector. in order
to tap the infinite possibilities offered by the sector, strategic and organized initiatives are
needed to make the state a major tourist attraction.
However, with the advent and reach of information communication and technology, the way
people communicate has changed. in the age of numerous 24-hour news channels and the
internet, the DOT requires a strong communication and public image management
organization, in order to effectively spread & publicize the initiatives and achievements of the
department of tourism, government of Uttar Pradesh, through regional, national and
international media.
In this context, the DOT invites e-bids from agencies for the selection of a public relations &
brand development agency. interested applicants shall submit the e-bids, the scope of work
and the terms and conditions of which is mentioned in this tender document.
Scope of Work
The broad scope of work of the pr agency includes, but not limited to:
To establish & strengthen the image of Uttar Pradesh as the most preferred tourism
destination by increasing visibility and enhancing ‘top of mind’ recall, so as to make it an
ideal tourism destination amongst various stakeholders.
• To effectively disseminate information about Uttar Pradesh tourism’s various activities to

regional, national and international media.
• Preparing a PR and Brand Development Strategy for raising the profile and media
presence of a) Uttar Pradesh tourism, b) Bundelkhand Region of UP and c) Buddhist
Tourism Circuit of UP.
• Planning and organizing press conferences for regional, national & international media.
5 | Page
• Preparing and disseminating press releases/briefs on tourism events, initiatives, policies,

achievements, programmes, infrastructure developments and other projects.
• Media management of seminars, exhibitions, press conferences and events organized by
Uttar Pradesh tourism.
• To create, plan, design strategies and programmes to improve the brand image and corporate
image of Uttar Pradesh tourism across consumer & business segments and the travel & trade
fraternity.
• Preparation of print and electronic media material in form of kits to the media, as required.
• Organizing interviews of government officials, tourism industry stakeholders, travel influencers
with newspapers, magazines, tv channels & digital media platforms, focusing on the
achievements, initiatives and the progressive vision of Uttar Pradesh tourism.
• Crisis communication, to remain vigilant on all the news published in media on Uttar Pradesh
tourism and help counter any adverse publicity.
• To render, advice and implement all programmes connected with publicity and public relations
activities of Uttar Pradesh tourism.
• To establish and maintain positive impact among the tourism industry stakeholders in general
and potential domestic & international travelers in particular.
• To arrange media events, arrange printing of special articles, regular press releases through
international media, national media, regional media, magazines and online portals to ensure
that a positive opinion/image of Uttar Pradesh tourism is created among the targeted
audiences.
• To prepare speeches & talking points for the government officials, ministers and other
relevant public figures of the state government on initiatives, events, policies, etc.
• To translate English/Hindi to any other Indian language and vice-versa to English/Hindi of any
news, articles, press releases, speeches to suit the appropriate media.
• Arranging articles for advertorials in magazines & newspapers through print publications &
travel writers.
• Raise visibility and awareness through unpaid means of communication.
• Organizing press / bloggers / fam trips for promotion of utter Pradesh tourism.
• To bring in journalists from within & outside the state to cover any event organized by Uttar
Pradesh tourism in any state.
• The agency must have designing capabilities to create artwork for print ads, catalogues,
souvenirs, folders, brochures, leaflet, pamphlet, event backdrops, creative for event décor &
other ads, power point presentations, report templates, etc.
• Generation of new opportunities for travel trade and national media exposure.
• Make information on Uttar Pradesh tourism available to the pool of travel influencers, for them
to communicate to their audiences.
• Systematic monitoring of the media to evaluate (qualitatively and quantitatively) the exposure
generated through the pr campaign.
• Tracking of Uttar Pradesh tourism’s social platforms and creating campaigns to garner content
marketing opportunities with brands & influencers. ability to create content, texts, graphics
and illustrations design preparation.
• Establish Uttar Pradesh tourism as the leading ‘think tank’ in the tourism space domain by
way of opinion pieces & interviews by the senior officials in mainstream newspapers,
magazines, digital media, television, etc.
• Identify platforms where officials of Uttar Pradesh tourism can participate as subject matter
expert on tourism development & promotion. there are a number of events organized by
industry associations where the senior officials can appear as speaker.
6 | Page
Deliverables for Uttar Pradesh tourism:
• Media tracking of online, print and electronic coverage. submission of compiled reports every
fortnight.
• Publish at least 2 national stories monthly (at least 100 words), highlighting news on Uttar
Pradesh tourism.
• Compilation, writing, translation and dissemination of regular media releases (minimum
• 20 per month) to national and travel & tourism industry magazines, daily / business
newspapers, online media, websites, key individuals in travel & tourism industry, political
arenas, tourism industry stakeholders, digital platforms and television.
• Creating a database of travel & tour operators (state, national & international) for receipt of
various form of communication & engagement.
• Creating a database of media personnel, which are relevant to engage with for tourism
publicity (across the state, national & international).
• Develop high quality monthly e-newsletter (in english & Hindi) providing vital information to
tourism stakeholders. the newsletter will be collation of new initiatives taken by Uttar Pradesh
tourism in form of stories, snippets and interviews.
• Submit a report every month on pr agency’s work done in the direction of public image
management and publicizing initiatives and achievements of Uttar Pradesh tourism.
Additional Deliverables
• Providing Brand Development Strategy and carrying out focused Brand Development
Activities, Events and Post Event Support for Tourism Destinations of Bundelkhand, to
establish & strengthen the Bundelkhand as the new and upcoming preferred tourism
international destination by increasing visibility amongst, Tour and Travel Operators of the
World and Videos/Advertising materials
• Promoting the Buddhist Tourism Circuits within Uttar Pradesh Internationally, Brand
building and promotion of UP Buddhist Circuits across the World particularly to Major Buddhist
States of the World. Develop new brand development materials such as videos, creatives
about potentials of BTCs in Uttar Pradesh to attract international and national tourists to visit
the State. Promote Buddhist Tourism Circuit in Uttar Pradesh, within the country and abroad.
Manpower Requirements:
The agency should be fully equipped with trained and skilled PR, Brand Development and
Communications professionals. Following is list of manpower to be deployed on the project,
with their respective location, qualification and experience:
S. Designation Locati Qualification / Job Description

no. on / experience
count
1. PR & Brand Luckno • Master’s Degree in • Overall lead the team for
Developmen w / 1 Mass Communication/ successful delivery of the
t Expert Journalism/Similar assignment. Manage all
Field having at least 15 coordination’s with media
years of Industry agencies (Within India and
7 | Page
Experiences in Abroad) and Coordinate with

handling PR/Brand Tourism Department at
Development/Publicity State/Regional/ District
Assignments in levels/PR Cell of CMO/State
India/Abroad. Government and other major
• Experience of handling stakeholders.
PR works of State /UT • Responsible for complete day to
Tourism Departments day management of the project
/Ministry of Tourism, and its successful delivery the
Government of project as per the
India/Other direction/guidance of DOT and
State/Central Scope mentioned in the RFP
PSUs/agencies will be •
preferred]
2. Creative Luckno PHD/PG in mass • Developing all the contents
Content w/1 communication/ [Hindi & English] for Press
Writer Journalism & similar field releases/articles/stories/PR
[English & of strategic works/scripts/messages/literatur
Hindi] communication/ tourism. e/books/pamphlets/branding on
PhD candidates will be Uttar Pradesh Tourism.
preferred. Industry • Any other task accorded by DOT
experiences of at least 8 during the course of the
years in the field of creative assignment
writing in both Hindi and Note: Excellent knowledge of Hindi
English languages and English is mandatory
3 Media Luckno Master’s Degree in Mass • Maintaining media relation/
Manager w/1 Communication/ liaison with Key Media Outlets/
Journalism Public briefing media team in the
Relations and Relevant regular periods and monitoring
field having 10 years of and coordination /follow-up for
work experience in coverage
handling PR/Brand • Selecting & Identifying Media
Development/Publicity Outlets for publication of media
assignments. /press releases/news/other PR
Experience of handling and Brand development
PR works of state materials for promoting Uttar
tourism department will Pradesh Tourism.
be preferred • Online/Offline (Print & Digital
Media) Coverage of Uttar
Pradesh Tourism events &
activities, tracking of on ground
events & activities, creating
online specific content/releases,
disseminating the event specific
content through appropriate
channel.
8 | Page
• All Media centric activities as per

the scope of the RFP and
directions of DOT as may be
directed time to time, during the
course of the assignment
4 Graphic Luckno • Master’s Degree in • All creative designs,
Designer w/1 Fine development works for
Arts/Multimedia/Graphi publications in DOT assignments
c Arts/Relevant field related to PR/Brand
experiences of at least Development/Publicity/other
5 years of similar creative works/creative
experiences. visualization that convey
accurate messaging to promote
• Experience of handling up tourism campaigns/media
PR works of state startups/PR and Brand
tourism department will Development exercises.
be preferred
5 Subject Luckno • Position 5: Subject • Master’s Degree in Mass
expert for w/1 expert for Bundelkhand Communication/
Bundelkhan Tourism Development Journalism/Similar Field having
d Tourism (Focusing on tourism at least 7 years of Industry
Developmen promotion of 7 districts Experiences in handling
t of Bundelkhand, PR/Brand
heritage tourism, Development/Publicity
international wedding Assignments of Uttar Pradesh
destination, eco- with deep understanding of
tourism, rural tourism Bundelkhand Region of UP, its
and culture tourism) tourism potentials, natural
history, forts and palaces,
people, culture and tourism
potentials.
6 Subject Luckno • Subject expert for • Master’s Degree in Mass
expert for w/1 Buddhist Tourism Communication/
Buddhist Development Journalism/Similar Field having
Tourism (Focusing on tourism at least 7 years of Industry
Developmen promotion of Buddhist Experiences in handling
t Tourism Circuit of Uttar PR/Brand
Pradesh). Promote Development/Publicity
Buddhist Tourism in Assignments of Buddhist
India and Abroad. Tourism sites and destinations,
anywhere in the World.
Familiarizer with Buddhist Tour
and Travel Operations in
India/Abroad. At least 2 years of
9 | Page
hands-on experiences in
promoting Buddhist Tourism in
India for any private/government
agencies. Understanding of
Buddhism and broad issues
faced by Buddhist Tourists in
India, Issues faced by
International Tourists vising
Buddhist Sites in India/Uttar
Pradesh. Written at least 1 article
in national/International
magazines on Buddhist Tourism
related subjects.
7 Junior Luckno • Junior Media Manager • Master’s Degree in Mass
Media w/1 (focusing on Communication/ Journalism
Manager Bundelkhand and Public Relations and Relevant
Buddhist Tourism field having 5 years of work
Circuit Promotion) experience in handling PR/Brand
Development/Publicity
assignments.
• Experience of handling PR
works of state tourism
department will be preferred
focus on Buddhist
Tourism/Heritage Tourism in
India and Abroad
• Maintaining media relation/
liaison with Key Media Outlets/
briefing media team in the
regular periods and monitoring
and coordination /follow-up for
coverage for Buddhist and
Bundelkhand Tourism
Development.
• Selecting & Identifying Media
Outlets for publication of media
/press releases/news/other PR
and Brand development
materials for promoting Uttar
Pradesh Tourism for Buddhist
and Bundelkhand Tourism
Development.
• Online/Offline (Print & Digital
Media) Coverage of Buddhist
and Bundelkhand of Uttar
Pradesh Tourism events &
10 | Page
activities, tracking of on ground

events & activities, creating
online specific content/releases,
disseminating the event specific
content through appropriate
channel.
Channels of Communications
• All communication from the PR Agency to the Department of Tourism, Government of Uttar
Pradesh, will be made to the DOT and DOT will be, at all stages, be the first point of contact.
• All communication that may require references or proof of occurrence of communication
shall be made to the DOT via electronic mail. communication from Uttar Pradesh Tourism
to the pr agency could be made by the DOT telephonically, writing, verbally or email.
• The point of contact on behalf of Uttar Pradesh tourism for the PR Agency or anyone
representing the agency shall be a nominated officer of the Department of Tourism,
Government of Uttar Pradesh.
Roles & Responsibilities of Stakeholders
1. Department of Tourism, Government of Uttar Pradesh
- Provide necessary guidance, support, approvals and strategic suggestions as and

when required, through periodic review for the duration of the contract
- Ensure that the agency conducts work as specified in the scope of work
- Validate the work performed by the agency, based on monitoring the scope of work
for payments.
2. Public Relations Agency

Over and above the mentioned pre-requisites of the agency in the ‘scope of work’, the
agency shall have to ensure optimal performance by dispersing key responsibilities as
follows:
- The agency will appoint a 'PR & Brand Development Expert' to coordinate with the
client, along with three other resources mentioned above. the agency will sign a
‘non-disclosure agreement’ with the DOT for running the project. The non-disclosure
agreement will cover all the data that has been provided by the DOT for operations
along with the data that is generated during the operation of the project.
- The agency will arrange, install and maintain equipment for transmission of data and
images to the DOT or anywhere as instructed by DOT.
- The agency will provide all relevant clippings, av recordings, CDS and other
necessary details and data as and when required by the DOT.
11 | Page
- Any expenses pertaining to the manpower deployed in the process along with
maintenance cost of hardware/software, facility charges etc. will be borne by the
Agency.
- The agency is solely responsible for managing the activities of its personnel and will
hold itself responsible for any misdemeanors.
- The Agency will treat as confidential all data and information obtained during
execution of his responsibilities, in strict confidence and will not reveal such
information to any other party without the prior written approval of the DOT.
- Important: The CVs for the proposed resources need to be submitted as part of the
technical e-bid submission.
- In addition to the above scope of work, the agency will also be responsible for the
day-to-day operational tasks, as directed by the DOT with respect to the smooth
implementation of the project.
Project Duration
The contract will be assigned for a period of one (1) year, which may be extended for
additional two years, subject to satisfactory performance of the agency on the same
terms & condition.
Instruction to Bidders
• The selected bidder shall function as the PR Agency for Uttar Pradesh Tourism, and its
scope would be extended to items lists in the scope of work.
• The proposal will be evaluated on the basis of the evaluation criteria set out in this tender
document in order to identify the successful bidder (‘successful bidder’) the successful
bidder will
be issued a work order by the DOT
• The DOT intends to adopt a single stage-two envelope bidding process for the selection of
the agency for the assignment. Hence, the Technical and Financial proposal shall be
uploaded as two separate files on the e-tendering website a Demand Draft of INR 15,000
+ 18% GST (Rupees Fifteen Thousand, plus 18% GST, only) for the cost of tender
document (non-refundable), in favour of Director General Tourism, Government of Uttar
Pradesh, payable at Lucknow, issued by any Scheduled Bank in India has to be submitted
for the acceptance of the e-bid. the Demand Draft must be hand delivered to the office of
the DOT, on or before the bid submission date and time.
• Each bidder shall submit a maximum of one (1) proposal for the assignment, in response
to this tender document. any bidder who submits more than one proposal for the
assignment shall be disqualified. Any joint venture is not allowed for this e-tendering
process.
12 | Page
• The proposal shall remain valid for a period of not less than 180 days from the proposal
due date (proposal validity period). the DOT reserves the right to reject any proposal,
which does not meet this requirement.
EARNEST MONEY DEPOSIT (EMD)
An Earnest Money Deposit (EMD) for an amount of INR 1,00,500/- (Rupees One Lakh Five
Hundred Only) in the form of a demand draft, in favour of Director General Tourism,
Government of Uttar Pradesh, payable at Lucknow has to be submitted for acceptance of the
e-bid. the demand draft must be hand delivered to the office of the DOT on or before the bid
submission date and time.
EMD shall be returned to the unsuccessful bidders within a period of one month from the date
of issue of ‘work order’ to the ‘successful bidder’. EMD submitted by the ‘successful bidder’
shall be returned one week post the submission of performance security. EMD shall be forfeited
in the following case:
• if any information or document furnished by the bidder turns out to be misleading or untrue
in any material respect.
Format and Signing of E-bids
The bidder shall provide all the information as per this tender document. The DOT will evaluate
only those proposals that are received in the required format and are complete in all respects.
The
bidder shall prepare the electronic copy for the e-bids (in pdf format) and upload the e-bids on
e-tender portal https://etender.up.nic.in through the bidder’s digital signature certificate (DSC).
each proposal shall comprise the following:
Part I Submission
A. Scanned copy of the DD for the cost of tender document.
B. Scanned copy of the DD for Earnest Money Deposit (EMD);
C. Covering letter in the format set out in Appendix A;
D. Details of the bidder in the format set out in Appendix B. the bidder shall declare the
company profile such as memorandum & article of association of the company, etc. the
documents to be submitted should also include the following:
I. Self-attested copy of company registration.
II. Self-attested copy of Pan Card.
III. Self-attested copy of the GSTIN number.
IV. Self-attested copy of the company profile, along with the list of significant
clients;
V. Chartered accountant certificate (original) specifying the annual turnover for the
last three years (2019-20, 2020-21 and 2021-22) in the format set out in
appendix E.
13 | Page
E. Power of Attorney as per appendix F, authorizing the signatory of the proposal to

commit the bidder.
F. Technical proposal comprising:
I. Project data sheets & technical capacity of the bidder in the format set out in
Appendix D, with supporting proofs as indicated in clause ‘eligibility criteria and
evaluation methodology’;
II. Technical presentation per guidelines prescribed in Appendix F. the
presentation can be submitted as hard copy in a separate sealed envelope
manually to the DOT, on or before the technical bid opening.
III. Affidavit (Appendix G) regarding the non-debarment by any state/central
government or their agencies, in the last five years.
Part II Submission
A. Financial proposal will be separately uploaded on the e-tendering website after dully
filling the ‘bill of quantities’ in the excel file (.xls) per the provided format and marked
as ‘part II submission – financial bid’;
B. The amount quoted must be exclusive of GST.
Each page of the technical e-bid shall be numbered and signed by an authorized signatory of
the bidder.
Submission of e-bids
The bidders should submit their bids online only in the ‘submission’ module of the e-tender
portal https://etender.up.nic.in. the bids shall be submitted only from the bid submission start
date till the bid submission end date and time given in the e-tender portal
https://etender.up.nic.in. therefore, bidders are advised to submit the e-bids well in time.
The proposal, all correspondence and documents shall be written in English. In case of
accompanying literature or brochures, etc. being in a language other than English, a certified
translation should accompany the documents as part of the tender. All proposals and
accompanying documentation will become the property of the DOT and will not be returned.
The bidders should submit their e-bid considering the server time displayed on the e-tender
portal https://etender.up.nic.in. the server time is the time by which the e-bid submission activity
will be allowed till the permissible time on the last/end date of submission of e-bids indicated
in the e-tender schedule. Once the e-bid submission date and time is over, the bidders cannot
submit their e-bid. The bidders shall only be held responsible for any delay and whatsoever
reason in submission of e-bid.
The procedure for submission of e-bids by the bidders on the e-tender portal
https://etender.up.nic.in is already available on the portal and has also been explained in the
tender document under ‘instructions for e-tendering’ section.
14 | Page
Late Bids
The server time indicated in the bid management window on the e-tender portal
https://etender.up.nic.in will be the time by which the e-bids submission activity will be allowed
till the permissible date and time scheduled in the e-tender. Once the e-bids submission date
and time is over, the bidder cannot submit his/her bid. Bidder has to start the e-bid submission
well in advance, so that the submission process passes off smoothly. The bidder only, will be
held responsible if his/her e-bids are not submitted in time due to any reasons.
It shall be deemed that prior to the submission of the proposal, the bidder has:
A. Made a complete and careful examination of terms and

conditions/requirements,
and other information as set forth in this tender document;
B. Received all such relevant information as it has requested from the DOT, and;
C. Made a complete and careful examination of the various aspects of the project.
The DOT shall not be liable for any mistake or error or neglect by the bidder in respect of the
above.
Withdrawal and Resubmission of E-bids
Withdrawal: At any point of time, a bidder can withdraw his/her e-bids submitted online before
the e-bids submission end date and time. For withdrawing, the bidder should first log in using
his/her login ID and password and subsequently by his/her digital signature certificate on the
e-procurement portal https://etender.up.nic.in. the bidder should then select ‘my bids’ option in
the ‘bid submission’ menu. The page listing all the bids submitted by the bidder will be
displayed. Click ‘view’ to see the details of the bid to be withdrawn. After selecting the ‘bid
withdrawal’ option, the bidder has to click ‘yes’ to the message "do you want to withdraw this
bid?" displayed in the ‘bid information’ window for the selected bid. The bidder also must enter
the bid withdrawing reasons and upload the letter giving the reasons for withdrawing before
clicking the ‘submit’ button. The bidder has to confirm again by pressing ‘ok’ button before
finally withdrawing his / her selected bid. Once the bidder has withdrawn his/her bid he/she
cannot re-submit this bid again.
Resubmission: The bidder can resubmit his/her e-bids as and when required till the bid
submission end date and time. The new bid will replace the e-bids submitted earlier. The
payment made by the bidder earlier will be used for revised e-bids and the new bid submission
summary generated after the successful submission of the revised e-bids will be considered
for evaluation purposes. For resubmission, the bidder should first log in using his/her login id
and password and subsequently by his/her digital signature certificate on the e-tender
procurement portal https://etender.up.nic.in. The bidder should then select ‘my bids’ option in
the ‘bid submission’ menu. The page listing all the bids submitted by the bidder will be
displayed. Click ‘view’ to see the details of the bid to be resubmitted. After selecting the ‘bid
15 | Page
resubmission’ option, click ‘encrypt & upload’ to upload the revised e-bids documents by
following the methodology provided in clause submission of e-bids above.
The bidders can submit their revised bids as many times as possible by uploading their e-bids
documents within the scheduled date & time for submission of e-bids. No e-bids can be
resubmitted
subsequently after the deadline for submission of e-bids.
The DOT may, in exceptional circumstances, and at its sole discretion, extend and amend the
above
proposal due date by issuing a corrigendum.
Receipt and Opening of E-bids
Bidders are advised to submit their e-bids in ‘two-packet’ system with technical and financial
bids separately on e-tender portal. Please note that the financial bid must not be quoted
in the technical bid. The financial bid must only be quoted in the BOQ. On receipt on the
e-tender portal, the technical proposals will be opened by the bid evaluation committee (BEC)
members in the office of the Department of Tourism, Paryatan Bhawan, Lucknow.
The DOT will open all e-bids, in the presence of bidder’s authorized representatives who
choose to attend at 4th floor, Paryatan Bhawan, c-13, Vipin Khand, Gomti Nagar, Lucknow –
226010 on the date and time mentioned in the ‘notice inviting tender’. The bidder’s
representatives who are present shall record their attendance on the attendance sheet. In the
event of the specified date of e-bid opening being declared a holiday for the purchaser, the e-
bids shall be opened at the appointed time and place on the next working day.
The bidder’s names & the presence and other details as the purchaser at its discretion may
consider appropriate, will be announced at the opening of the e-bids. the names of such
bidders not meeting the qualification requirement shall be notified subsequently.
After the evaluation of the technical e-bids, the DOT shall notify those bidders whose E-bids
were considered non-responsive to the conditions as mentioned in this tender document and
not meeting
the qualification requirements indicating that they did not technically qualify for selection as the
agency for this project. The DOT will simultaneously notify on the e-tender portal
https://etender.up.nic.in, whose technical e-bids were considered acceptable and have been
shortlisted for the presentation and opening of their financial e-bids.
The DOT reserves the right to reject any proposal not submitted on time and which does not
contain the information/documents as set out in this tender document. To facilitate evaluation
of proposals, the DOT may, at its sole discretion, seek clarifications in writing from any bidder
regarding its proposal.
Evaluation
16 | Page
The criteria for pre-qualification, technical evaluation and selection of bidders are set out under
section eligibility criteria and evaluation methodology.
As part of the evaluation, the part-I – technical submission shall be checked for responsiveness
with the requirements of the tender document and only those proposals which are found to be
responsive would be further invited to give a presentation in accordance with the criteria set
out in this tender document.
Part I – Submission would be considered to be responsive if it meets the following conditions:

A. The amount towards the tender fee (DD) and EMD (DD) has been received on
or
before the proposal due date including any extension thereof.
B. It is signed and marked as stipulated in clause ‘format and signing of e-bids’
and ‘submission of e-bids’. it contains all the information and documents
including scanned copy of demand drafts for the tender fee and EMD as
requested in the tender document.
C. It contains information in formats specified in this tender document.
D. It conforms to the bid validity period as set out in the tender.
E. It provides information in reasonable detail. (“reasonable detail” means that, but
for minor deviations, the information can be reviewed and evaluated by the DOT
without communication with the bidder). the DOT reserves the right to determine
whether the information has been provided in reasonable detail.
F. There are no inconsistencies between the proposal and the supporting
documents. g. the e-bid document shall be properly indexed with page
numbers.
A proposal that is substantially responsive is one that conforms to the preceding requirements
without material deviation or reservation. a material deviation or reservation is one:
A. Which affects in any substantial way, the scope, quality, or performance of the
assignment, or
B. Which limits in any substantial way, inconsistent with the tender document, the
DOT rights or the bidder’s obligations under the work order, or
C. Which would affect unfairly the competitive position of other bidders presenting
substantially responsive proposals.
The responsive proposals shall be evaluated as per the criteria set out in section eligibility
criteria and evaluation methodology.
Quality Cum Cost Based Selection (QCBS) method shall be adopted for selection of the
agency, which has been fully described in section eligibility criteria and evaluation
methodology of this tender document. The bidder achieving the highest combined technical
and financial score as described in section eligibility criteria and evaluation methodology will
considered to be the successful applicant and will be invited for negotiations, if required before
the final contract signing (the “successful applicant”).
17 | Page
In case there are two or more bidders with the same combined score, the DOT may in such
case call all such bidders for negotiations and select the preferred bidder on the outcome of
the negotiations. The selection in such cases shall be at the sole discretion of the DOT.
The DOT reserves the right to reject any proposal, if:

A. At any time, a material misrepresentation is made or discovered; or
B. The bidder does not respond promptly and diligently to requests for
supplemental information required for the evaluation of the proposal.
C. In the event of acceptance of the proposal of the preferred bidder, the DOT shall
declare the preferred bidder as the successful bidder. the successful bidder(s)
shall
be issued the work order on priority.
Performance Security
The successful bidder shall at his own expense will deposit with the DOT, within 7 (seven) days
after the receipt of notification of award of the work order (letter of award) from the DOT, an
unconditional and irrevocable performance bank guarantee (PBG) amounting to 3% of the
agreement value from a scheduled bank acceptable to the DOT, payable on demand, for the
due performance and fulfilment of the agreement by the bidder. This performance guarantee
will be for an amount equivalent to 3% of the agreement value. All incidental charges
whatsoever such as premium, commission, etc. with respect to the performance guarantee
shall be borne by the bidder. The performance guarantee shall be valid at least for three months
post completion of the project satisfactorily. Subject to the terms and conditions in the
performance bank guarantee, at the end of 3 (three) months, the performance bank guarantee
may be discharged/returned by the DOT upon being satisfied that there has been due
performance of obligations of the bidder under the agreement. however, no interest shall be
payable on the performance guarantee.
Failure of the successful bidder to comply with the requirements of clause performance security
shall constitute sufficient grounds for the annulment of the Work Order/LOA and forfeiture of
the EMD. in such an event, the DOT reserves the right to:
A. Either invite the next best bidder to match with the financial proposal of the
successful bidder, or;
B. Take any such measures as may be deemed fit in the sole discretion of the
DOT, including annulment of the bidding process and blacklisting of the firm
from the DOT for any future work.
Notwithstanding anything contained in this tender document, the DOT reserves the right to
accept or reject any proposal, or to annul the bidding process or reject all proposals, at any
time without any liability or any obligation for such rejection or annulment.
The bidding process shall be governed by, and construed in accordance with, the laws of India
and the courts in Lucknow shall have exclusive jurisdiction over all disputes arising under,
pursuant to and or in connection with the bidding process.
18 | Page
Process Confidentiality
Information relating to the examination, clarification and comparison of the proposals shall not
be disclosed to any bidders or any other persons not officially concerned with such process
until the selection process is over. the undue use by any bidder of confidential information
related to the process may result in rejection of its proposal. Except with the prior written
consent of the DOT, no party, shall, at any time communicate to any person or entity any
confidential information
acquired in the course of the contract.
Data Confidentiality
The agency shall maintain full confidentiality of the data provided to it or data generated while
providing services. Under no circumstances will the agency divulge/reveal/share such data for
the purpose other than for meeting the DOT’s requirements. any violation of this confidentiality
clause may result in instant termination of the contract and blacklisting of the agency’s services
from the government of Uttar pradesh. The decision of the client shall be final in this regard
and binding on the agency.
Payment
The agency shall be paid on a quarterly basis for its services at the completion of each quarter.
The payment will be based on rates finalized for the award of contract to the successful bidder.
The DOT will evaluate the performance of the agency based on the quality & quantity of the
services rendered, as well as feedback received by the officials concerned at the department.
The decision of the DOT shall be binding in this regard.
General Terms & Conditions
1. Application: These general conditions shall apply to the extent that provisions
in other parts in this tender do not supersede them. For interpretation of any clause in
the contract agreement, the interpretation of the DOT shall be final and binding on the
agency.
2. Relationship between Parties: Nothing mentioned herein shall be construed as

relationship of master and servant or of principal and agent between the ‘agency’ and
‘DOT’. The agency has complete charge of personnel performing the services executed
by the agency from time to time. The agency shall be fully responsible for the services
performed by it at all times.
3. Standards of Performance: The agency shall provide services and carry out its
obligations under the contract with due diligence, efficiency and economy in
accordance with generally accepted professional standards and practices. The agency
19 | Page
shall always act in respect of any matter relating to this tender as faithful to the DOT
and abide by all the provisions/acts/rules etc. of government processes prevalent in the
country. The DOT shall evaluate the performance of the agency based on the quality
of the services rendered as well as feedback received by the officials concerned at the
DOT.
4. Delivery and Documents: As per the time schedule agreed between parties for
specific projects given to the agency from time to time, the agency shall submit all the
deliverables to the DOT. the agency shall not, without DOT prior written consent,
disclose contract, literature, drawings, specifications, plans, patterns, samples or other
documents to any person or organization other than an entity employed by the agency
for the performance of the contract, in consultation with the DOT.
In case of the termination of the tender, all the documents prepared by the agency
under the contract shall become property of the department of tourism, government of
Uttar Pradesh. The agency must not use any of the material or content anywhere,
without taking permission, in writing, from the DOT. the DOT reserves the right to grant
or deny any such request.
5. Agency Personnel: The agency shall employ and provide such qualified and
experienced personnel as may be required to perform the services under the specified
project, the personnel, who have adequate knowledge and experience in the domain
related with this project. It is desirable that the agency shall utilize the services of
domain specialists, if required, to work on the project effectively.
6. Applicable Law: Applicable law means the laws and any other instruments having the
force of law in India as they may be issued and in force from time to time. The contracts
shall be interpreted in accordance with the laws of the union of India and that of state
of Uttar Pradesh.
7. Intellectual Property Rights: The agency shall insure itself against all third-
party claims of infringement of copyright, patent, trademark or industrial design rights
arising from use of the press clippings, photographs, av material or any part thereof in
India or abroad.
In the event of any claim asserted by a third party of infringement of copyright, patent,
trademark or industrial design rights arising from the use of any material or any part
thereof in India, the agency shall act expeditiously to extinguish such claim. If the
agency fails to comply and the DOT is required to compensate a third party resulting
from such infringement, the agency shall be responsible for the compensation including
all expenses, court costs, lawyer fees and will be liable for penalty/termination by the
DOT. The agency shall provide the DOT with a notice of such a claim, if made, without
delay.
8. Suspension: The DOT may, in written notice to the agency, suspend all payments to
it hereunder if the agency fails to perform any of its obligations under the contract
20 | Page
including the carrying out of the services, provided that such notice of suspension, shall
specify the nature of failure.
o Shall request the agency for a remedy of such failure within a period not
exceeding
thirty (30) days after the receipt of such notice of failure by the agency.
9. Termination: Under the contract, the DOT may, by written notice terminate the
services of the agency in the following ways:
o Termination by default for failing to perform obligations under the contract or if
the quality is not up to the specification or in the event of non-adherence to any
time schedule that may be mentioned by the DOT.
o The DOT by written notice sent to the agency, 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 the DOT convenience, the extent to which
performance of the agency under the contract is terminated, and the date upon
which such termination becomes effective.
o The DOT may at any time terminate the contract by giving a written notice to
the agency, if the agency becomes bankrupt or otherwise insolvent. In this
event, termination will be without compensation to the agency, provided that
such termination will not prejudice or affect any right of action or remedy which
has accrued or will accrue thereafter to the DOT.
o If DOT finds unsatisfactory performance of the pr agency or breach of any term
and
condition laid down in this tender, the performance security will be forfeited.
10. Force Majeure: Notwithstanding anything contained in the scope of work, the agency
shall not be liable for liquidated damages or termination for default, if and to the extent
that, it’s delay in performance or other failures to perform its obligations under the
agreement is the result of an event of force majeure.
For purposes of this clause “force majeure” means an event beyond the control of the
agency and not involving the agency’s fault or negligence and which was not
foreseeable. Such events may include wars or revolutions, fires, floods, epidemics,
quarantine restrictions and freight embargos. The decision of the DOT regarding force
majeure shall be final and binding on the agency.
If a force majeure situation arises, the agency shall promptly notify the DOT in writing,
of such conditions and the cause there of. unless otherwise directed by the DOT in
writing, the agency shall continue to perform its obligations under the agreement as far
as reasonably practical and shall seek all reasonable alternative means for
performance not prevented by the force majeure event.
11. Resolution of Disputes: If any dispute arises between parties, then there would be
two ways for resolution of the dispute under the contract.
21 | Page
o Amicable settlement: The performance of the contract is governed by

the terms & conditions of the contract. however, at times dispute may arise over
the interpretation of any term or condition of contract including the scope of
work, etc. In such a situation either party of the contract may send a written
notice of dispute to the other party. The party receiving the notice of dispute will
consider the notice and respond to it in writing within 30 days after receipt. If
the dispute cannot be amicably settled within 45 days following the response of
that party, then clause ‘resolution of dispute’ below, for resolution of disputes
shall become applicable.
o Resolution of Disputes: In the case of dispute arising between the DOT and
the PR agency, which has not been settled amicably, any party can refer the
dispute for arbitration under the arbitration and conciliation act, 1996, as
amended from time to time, and any statutory modification or re-enactment
thereof, shall apply to these arbitration proceedings.
The decision of the arbitrator shall be final and binding upon both the parties. All
arbitration awards shall be in writing and shall state the reasons for the award. The
expenses of the arbitration as determined by the arbitrators shall be shared equally by
the DIPR and the agency. However, the expenses incurred by each party in connection
with the preparation, presentation shall be borne by the party itself. arbitrator shall be
appointed by the government of Uttar Pradesh on recommendation of DOT.
12. Legal Jurisdiction: All legal disputes between the parties shall be subject to the
jurisdiction of the courts situated in Lucknow, Uttar Pradesh only.
Eligibility Criteria and Evaluation Methodology
Conditions of Eligibility
The applicants must read carefully the minimum conditions of eligibility (the “conditions of
eligibility”) provided herein. Applications of only those applicants who satisfy the following
conditions of eligibility will be considered for evaluation.
The applicant should be a single business entity (the “single business entity”). a single business
entity shall mean a company incorporated under the companies act, 1956 and/ or the
companies act, 2013, or partnership firm registered under the indian partnership act, 1932 or
a limited liability partnership firm registered under limited liability partnership act, 2008.
If the applicant is:
A company, it should furnish copy of the certificate of incorporation and memorandum of

association as a proof of identity.
A registered partnership firm should furnish a copy of the it returns for the last three financial
years preceding the proposal due date, copy of the registration certificate under the registrar
of firms and a copy of the partnership deed executed between the partners as a proof of
identity.
22 | Page
The applicant should not be barred by government of India, any of the agencies of government
of India, any of the state governments of India, DOT or government of Uttar Pradesh from
participating in its projects and if such bar subsists as on the application due date shall not be
eligible to participate in this RFP process.
The applicant in the last 3 (three) years should have neither failed to perform on any contract,
as evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial
pronouncement or arbitration award against the applicant, nor been expelled from any
project/provision of service or contract nor have had any contract terminated for breach by
such applicant. If during the RFP tenure the selected agency is blacklisted / terminated /
debarred by any state or central government or their agencies, the RFP of the selected agency
shall stand cancelled.
Pre-Qualification Criteria
Note: Qualitative comparative evaluation of work credentials amongst the participating bidders
may be applied. Work credentials will be considered as on last date of submission of e-bids.
S. no Criteria Documentary Evidence

1. The applicant should be a single
business entity (the “single business
entity”). a single business entity shall • Incorporation Certificate
mean a company incorporated under Under Companies act
the companies act, 1956 and/ or the 1956/2013, and
companies act, 2013, or partnership other applicable acts
firm registered under the Indian
partnership act, 1932 or a limited • Pan Card & GST details
liability partnership firm registered
under limited liability partnership act, • Other relevant documents
2008 with minimum 5 years of supporting their status
existence on the day of the submission
of e-bid.
2. The bidding entity must have minimum  CA certificate (original)
average annual turnover of INR 50  Audited balance sheets for the
Lakhs or more in the last three financial last three financial years (i.e.,
years (i.e., 2019-20, 2020-21 and 2021- 2019-20, 2020-21 and 2021-
22). 22) to support the claim
3 The public relations (PR) and branding • MOA/Work Orders indicating
agency should have been in the years of experience and
business of providing professional nature of activity/services
services in the area of public relations provided.
23 | Page
for at least 5 years, as on 31st March

2022
4 The bidder must have prior experience • LOA/Agreement/Contract/Work

of at-least one project related to PR & Order/Completion certificate,
Branding, Social Media Marketing and duly certified by the authorized
Multi-Media Content Development or signatory of the bidding
similar nature with Central/State company
Department/PSU/Private Sector in PR
Management, Brand Management, • Literature & other supporting
Media Monitoring, such similar documents hard copies of
assignments mentioned in the scope of books /newsletters as proof of
work of this RFP. the activities
Note: social media, alone, will not be
considered an eligible project.
5. The bidding entity must not be • Affidavit (Appendix-G format
blacklisted / terminated / debarred by only) by the authorized
any state or central government or their signatory
agencies and should not have been
found guilty of any criminal offence by
any court of law, in the last five (5)
years.
The agency who fulfil the above pre-qualification criteria will be considered eligible bidder.
Failure to comply with pre-qualifications criteria’s shall render the bidder ineligible. The
technical and financial proposal of in-eligible bidder shall not be considered.
Note:
i. Experience of parent/subsidiary/associate company (ies) of the applicant would

not be considered for the purpose of evaluation.
ii. Documentary proofs to be submitted by the applicants are:
a. Details of experience of the applicant in the format prescribed at Appendix
B.
b. Copy of work order/completion certificate/satisfactory certificate from the
respective client.
c. Independent/statutory auditor certificate in the format provided at
Appendix G certifying the experience and the total fee.
24 | Page
Technical Evaluation Criteria
S.no. Evaluation Criteria Score

1 Relevant Experience 60
1.1 Minimum Average Annual Turnover of INR 50 Lakhs or more in the last 20
three financial years (i.e. 2019-20, 2020-21 and 2021-22) in similar areas
- Rs 50 Lakhs – 8 marks
- Rs 50 Lakhs– Rs 100 Lakhs – 12 marks
- Rs 100 Lakhs– Rs 150 Lakhs – 16 marks
- Rs 150 Lakhs and above – 20 marks
Marking: 20 marks
Documentary evidence:
• CA Certificate (original)
• Audited balance sheets for the last three financial years (i.e.,
2019-20, 2020-21 and 2021-22) to support the claim
1.2 Number of successfully executed projects in PR & Branding, Social Media 30
Marketing, and Multi-Media Content Development in the last 5 years in Any
sector [Excluding Tourism] Central Government/State
Government/Private Sector/PSU having engagement fee not less than
INR 10 Lakhs during the last 5 years.
Note: social media, alone, will not be considered an eligible project.
Marking:
1 project: 5 marks
(up to a maximum of 30 marks for 6 projects)
documentary evidence:
LOA/Agreement/Contract/Work Order/Completion Certificate, duly
certified by the authorized signatory of the bidding company literature &
other supporting documents hard copies of books / newsletters as proof
of the activities
1.3 Number of successfully executed projects in PR & Branding, Social Media 10
Marketing and Multi-Media Content Development in Tourism Sector in the
last
5 years, with the Central Government/State Government/PSU (Private
Sector projects are not considered) having engagement fee not less
than INR 10 Lakhs during last 5 years
Note: social media, alone, will not be considered an eligible project.
Marking:
1 project: 10 marks
(up to a maximum of 10 marks for 1 project)
25 | Page
documentary evidence:
LOA/Agreement/Contract/Work Order/Completion Certificate, duly
certified by the authorized signatory of the bidding company
literature & other supporting documents hard copies of books /
newsletters as proof of the activities
2 Technical Presentation 40
2.1 • Approach & Methodology but not limited to the following – Theme: 40
Showcase the What should be the PR and Brand Strategy of Uttar
Pradesh Tourism – [15 Marks]
• Team composition – [10 marks]
• Handling crisis communication – [10 marks]
• Any State Government experiences – [5 marks]
The technical score for the technical proposal will be the arithmetic sum of the marks assigned
to the bidders under each of the parameters listed above. The bidder is required to achieve
a minimum technical score of 70 marks (benchmark score) for opening of financial bids.
Evaluation Methodology
The financial proposals shall be given scores as follows:

• Financial Score (PF) = 100 x financial proposal of lowest bidder / financial proposal of
bidder under consideration
The composite score shall be computed as follows:

• Composite Score = (PE x 0.80) + (PF x 0.20)
The Evaluation Methodology will be based on quality and cost based selection method
(Q.C,B.S.), with 80% weightage on technical score and 20% weightage on financial
score. The bidder obtaining the highest composite score would be declared as the
selected bidder.
Note: Submission of forged documents will also result in summary rejection of the bid.
Important note: E-bid should comprise of following sections:

I. Technical bid
II. Financial bid
Both the bids must be submitted separately on the e-tender portal https://etender.up.nic.in. the
financial quote must not be quoted in the technical bid. the prices should be quoted in the
financial bid only.
26 | Page
Fraud and Corrupt Practices
The bidders and their respective officers, employees, agents and advisers shall observe the
highest standard of ethics during the bidding process and subsequent to the issue of the LOA
and during the entire project duration. Notwithstanding anything to the contrary contained
herein, or in the LOA, the DOT may reject a bid, withdraw the LOA, or terminate the association
with the selected bidder, as the case may be, without being liable in any manner whatsoever
to the bidder, if it determines that the bidder, has, directly or indirectly or through an agent,
engaged in corrupt practice, fraudulent practice, coercive practice, undesirable practice or
restrictive practice in the bidding process. In such an event, the authority shall be entitled to
forfeit and appropriate performance security, as damages, without prejudice to any other right
or remedy that may be available to the DOT under the bidding documents and/or the loa, or
otherwise.
Without prejudice to the rights of the DOT under the clause ‘Fraud and Corrupt Practices’
hereinabove and the rights and remedies which the DOT may have under the loa, or otherwise
if a bidder, is found by the DOT to have directly or indirectly or through an agent, engaged or
indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or
restrictive practice during the bidding process, or after the issue of the loa or the project
duration, such bidder shall not be eligible to participate in any tender or RFP issued by the
DOT for a period of 2 (two) years from the date such bidder, is found by the authority to have
directly or indirectly or through an agent, engaged or indulged in any corrupt practice,
fraudulent practice, coercive practice, undesirable practice or restrictive practices, as the case
may be.
For the purposes of this clause ‘fraud and corrupt practices’, the following terms shall have the
meaning hereinafter respectively assigned to them:
A. ‘Corrupt Practice’ means (i) the offering, giving, receiving, or soliciting, directly
or indirectly, of anything of value to influence the actions of any person connected with
the bidding process (for avoidance of doubt, offering of employment to or employing or
engaging in any manner whatsoever, directly or indirectly, any official of the DOT who
is or has been associated in any manner, directly or indirectly, with the bidding process
or the loa or has dealt with matters concerning or arising therefrom, before or after the
execution thereof, at any time prior to the expiry of one year from the date such official
resigns or retires from or otherwise ceases to be in the service of the DOT, shall be
deemed to constitute influencing the actions of a person connected with the bidding
process); or (ii) save and except as permitted under the clause ‘performance security’
(b) of this tender, engaging in any manner whatsoever, whether during the bidding
process or after the issue of the loa or during the project duration, as the case may be,
any person in respect of any matter relating to the project or the loa, who at any time
has been or is a legal, financial or technical adviser of the DOT in relation to any matter
concerning the project;
B. ‘Fraudulent Practice’ means a misrepresentation or omission of facts or suppression
of facts or disclosure of incomplete facts, in order to influence the bidding process;
27 | Page
C. ‘Coercive Practice’ means impairing or harming, or threatening to impair or harm,

directly
or indirectly, any person or property to influence any person’s participation or action in
the bidding process;
D. ‘Undesirable Practice’ means (i) establishing contact with any person connected with
or employed or engaged by the DOT with the objective of canvassing, lobbying or in
any manner influencing or attempting to influence the bidding process; or (ii) having a
conflict of interest; and;
E. ‘Restrictive Practice’ means forming a cartel or arriving at any understanding
or arrangement among bidders with the objective of restricting or manipulating a full
and fair competition in the bidding process.
28 | Page
Appendix -A
Letter of Proposal
(On the letterhead of the Bidder)
Dated:
To,
The Director General
Directorate of Tourism
Paryatan Bhawan, C-13,
Vipin Khand, Gomti Nagar,
Lucknow– 226010, Uttar Pradesh (India)
Tel: (91) 522 – 2308017/2308993
Sub: Proposal for “SELECTION OF A PUBLIC RELATIONS & BRAND DEVELOPMENT

AGENCY” for Uttar Pradesh Tourism.
Dear Sir,
1 With reference to your RFP document dated____/____/______, I/We, having examined

the Bidding Documents and understood their contents, hereby submit my/our Proposal for
the aforesaid Service. The Proposal is unconditional and unqualified.
2 All information provided in the Proposal and in the Appendices is true and correct.
3 I/We shall make available to DOT any additional information it may find necessary or
require to supplement or authenticate the Bid.
4 I/We acknowledge the right of DOT to reject our Proposal without assigning any reason or
otherwise and hereby waive my/our right to challenge the same on any account whatsoever.
5 I/We understand that you may cancel the Selection Process at any time and that you are
neither bound to accept any Proposal that you may receive nor to invite the Bidders to bid
for the Services, without incurring any liability to the Bidders.
6 I/We hereby irrevocably waive any right which we may have at any stage at law or
howsoever otherwise arising to challenge or question any decision taken by DOT in
connection with the selection of the Bidder, or in connection with the Selection Process
itself, in respect of the above mentioned activities and the terms and implementation
thereof.
7 I/We offer EMD of Rs.1,00,500/- (Rupees One Lakh Five Hundred Only) to DOT in
accordance with the RFP Document.
8 I/We agree and understand that the Proposal is subject to the provisions of the Bidding
Documents. In no case, I/We shall have any claim or right of whatsoever nature if the
activities/ Right is not awarded to me/us or our Proposal is not opened.
9 I/We agree to keep this offer valid for 90 (Ninety) days from the Proposal Due Date
specified in the RFP.
10 I/We agree and undertake that the authorised signatory in Appendix- VI shall represent the
company in all matters pertaining to the Selection Process. No third person, consultant,
agency shall represent the company in all matters pertaining to the Selection Process.
11 I/We agree and undertake to abide by all the terms and conditions of the Bidding Document.
29 | Page
In witness thereof, I/we submit this Proposal under and in accordance with the terms of the
RFP document.
Yours faithfully,
Date: (Signature of the Authorised signatory)
Place: (Name and designation of the of the Authorised signatory)

Name and seal of Bidder
30 | Page
Appendix – B
Details of Bidder
1. (a) Name:
(b) Place of incorporation:
(c) Address of the corporate headquarters and its
branch office(s), if any, in India:
(d) Date of incorporation and/ or commencement of
business:
2. Brief description of the Company including details of

its main lines of business and proposed role and
responsibilities for providing the Service
3. Details of the Authorised Signatory of the Bidder:

(a) Name:
(b) Designation:
(c) Company:
(d) Address:
(e) Telephone Number:
(f) E-Mail Address:
(g) Fax Number:
Note:
The Bidder must submit the following document to establish the legal status along with
this Form:
a. In case of a company, copy of the Certificate of Incorporation, Copy of
Memorandum and Articles of Association of the Bidder.
b. In case of a sole proprietorship firm or a Limited Liability Partnership firm, it
should furnish copy of the registration certificate and IT returns for the last three
financial years preceding the Proposal Due Date as a proof of identity.
c. Copy of the Bidder’s duly audited financial Statement for the preceding 3 (three)
Financial Years.
31 | Page
Appendix – C
Financial Capacity
Sl. Financial Years Annual Turnover (Rs.)

No.
1 2019-20
2 2020-21
3 2021-22
Average Turnover
Certificate from the statutory Auditor

This is to certify that --------------------------------------------------------- (name of the Applicant) has
annual Turnover is as shown above the respective years.
Date:
(Signature, name and designation of the authorized signatory)
Name and seal of the audit firm (CA Letterhead)
(Supporting financial statements and relevant documents are to be furnished.)
32 | Page
Appendix –D
Experience of the Bidder

Sl. No. Particulars Description

1 Name of the Organization
2 Address of the contact details of Organization
3 Details of Work Experience (2017-18, 2018-
19,2019-20, 2020-21, &2021-22).
Sl. No. -01
Name of client
Detail Description of Project
Duration of Assignment
Value of Assignment
Sl. No. -02
Name of client
Value of Assignment
Sl. No. -03
Name of client
Value of Assignment
(Project details to be furnished in similar
Format) Separate sheets may be added
Name of the Bidder

………………………………………….
Signature of the Authorised Person
…………………………………………….
Name of the Authorized Person
33 | Page
Appendix E
NON-DEBARMENT AFFIDAVIT
(ON STAMP PAPER OF RELEVANT VALUE)
Date:
To: Director General Tourism, Government of Uttar Pradesh
Reference: Selection of a PR Agency for Uttar Pradesh Tourism
Dear sir,
I/we ______________________________ hereby declare that statements, project
documents, credentials, documentary evidences, financial statements and other tender
documents in the proposal are true, authentic to the best of my/our knowledge. i/we have not
incorporated any information not undertaken by us, in the proposal. i/we, for the purpose of the
said tender, have not forged, misrepresented & misled any information that has not been
undertaken by us. for the purpose of the evaluation, the directorate of tourism, government of
Uttar Pradesh, has the right to verify the authenticity of the proposal submitted by us.
I/we fully understand that in case of furnishing any false documents or statements, forging,
misrepresentation & producing misleading information in the proposal, and failure to abide by
the terms and conditions of the tender, i/we are liable to any actions that may be taken against
us by the Directorate of Tourism, Government of Uttar Pradesh.
I/we, also declare that I/we have not be blacklisted / terminated / debarred by any state or
central government or their agencies and have not been found guilty of any criminal offence
by any court of law, in the last five (5) years. also, I/we have: all abovementioned point are
true, authentic to the best of my/our knowledge
Yours Faithfully,
Name of the Bidder
………………………………………….
signature of the authorised person
…………………………………………….
name of the authorized person
34 | Page
Appendix –F- Format for Power of Attorney for Signing of Proposal

(On Stamp paper of relevant value)
Know all men by these presents, We, ________________________ (name of the firm and
address of the registered office) do hereby irrevocably constitute, nominate, appoint and
authorise Mr. / Ms (Name), son/daughter/wife of ________________________ and presently
residing at ________________________, who is [presently employed with us and holding the
position of ________________________], as our true and lawful attorney (hereinafter referred
to as the “Attorney”) to do in our name and on our behalf, all such acts, deeds and things as
are necessary or required in connection with or incidental to submission of our Proposal for
“SELECTION OF A PUBLIC RELATIONS & BRAND DEVELOPMENT AGENCY”,, proposed
by the Directorate of Tourism, Government of Uttar Pradesh (the “DoT ”) including but not
limited to signing and submission of all applications, proposals, bids and other documents and
writings, participate in Bidders' and other conferences and providing information / responses
to DoT, representing us in all matters before DoT, signing and execution of all contracts and
undertakings consequent to acceptance of our Proposal, and generally dealing DoT in all
matters in connection with or relating to or arising out of our Proposal and/or upon award
thereof to us.
AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds
and things lawfully done or caused to be done by our said Attorney pursuant to and in exercise
of the powers conferred by this Power of Attorney and that all acts, deeds and things done by
our said Attorney in exercise of the powers hereby conferred shall and shall always be deemed
to have been done by us.
IN WITNESS WHEREOF WE, ________________________, THE ABOVE NAMED
PRINCIPAL HAVE EXECUTED THIS POWER OF ATTORNEY ON THIS __________ DAY
OF __________, 20**.
For________________________
(Signature)
(Name, Title and Address)
Witnesses:
1
2
Accepted [Notarised]
(Signature)
(Name, Title and Address of
the Attorney)
Notes:
 The mode of execution of the Power of Attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executant(s) and when it is so required, the same should be under common seal affixed
in accordance with the required procedure.
 Also, wherever required, the Bidder should submit for verification the extract of the
charter documents and documents such as a resolution/power of attorney in favour of
the person executing this Power of Attorney for the delegation of power hereunder on
behalf of the Bidder.
35 | Page
Appendix –G- Affidavit
(On Stamp paper of relevant value)
Date:
To:
Ref: “Selection of a Public Relations & Brand Development Agency”
Dear Sir,
I/We ______________________________ hereby declare that statements, project

documents, credentials, documentary evidence, financial statements and other tender
documents in the proposal are true, authentic to the best of my/our knowledge. I/we have not
incorporated any information not undertaken by us, in the proposal. I/We, for the purpose of
the said tender, have not forged, misrepresented & misled any information that has not been
undertaken by us. For the purpose of the evaluation, the Directorate of Tourism, Government
of Uttar Pradesh, has the right to verify the authenticity of the proposal submitted by us.
I/We fully understand that in case of furnishing any false documents or statements, forging,
misrepresentation & producing misleading information in the proposal, and failure to abide by
the terms and conditions of the tender, I/we are liable to any actions that may be taken against
us by the Directorate of Tourism, Government of Uttar Pradesh.
a) Not dismissed or removed from Govt. Service.

b) Not convicted of an offence connected with any proceeding under the Income tax,
wealth tax or Gift tax acts.
c) No Penalty has been imposed on him under the sections of above Acts.
d) Not convicted of any offence and sentenced to a term of imprisonment.
e) Not found guilty of misconduct in his professional capacity.
All above mentioned point are true, authentic to the best of my/our knowledge
Yours faithfully,
Name of the Bidder
………………………………………….
Signature of the Authorised Person
…………………………………………….
Name of the Authorized Person
36 | Page
Appendix- H- Format for Particulars of Key Personnel

(On the Letter head of the Bidder)
Sl Proposed Position
No
1. Name of Personnel
2. Date of Birth
3. Nationality
4. Educational Qualifications
Employment Record:
(Starting with present
5.
position, list in reverse order
every employment held.)
6. Total years of Experience
Details of events undertaken
by the Personnel outside
7.
India and Description of
responsibilities
Details of the current
assignment and the time
duration for which services
8.
are required for the current
assignment.
Certification:
1. I am willing to provide the Services and I will be available for entire duration of the work as
required.
2. I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes myself, my qualifications and my experience.
Date: _____________
Place:_____________ (Signature and name of
the Key Personnel)
(Signature and name of the authorized

signatory of the Applicant)
Notes:
1. Use separate form for each Key Personnel

2. Each page of the CV shall be signed in ink by both the Personnel concerned and by the
Authorized Representative of the Applicant firm along with the seal of the firm. Photocopies
will not be considered for evaluation.
37 | Page
Appendix J
Financial Proposal
Separate MS excel sheet has been provided for the financial proposal (BOQ). Financial
proposal
(quote) must only be uploaded in the BOQ file on the e-tender portal.
38 | Page
Schedule A: Terms of Reference

The scope of services to be provided by the agency as described below is general but is not
exhaustive i.e., does not mention the entire incidental services required to be carried out. the
services shall be provided all in accordance with true intent and meaning, regardless of
whether the same may or may not be particularly described, provided that the same can be
reasonably inferred there from. the scope of services shall also be governed by the provisions
of the contract (the “Contract/LOA”) to be entered into between the agency and dot which
sets forth the detailed terms and conditions for grant of the right to the agency (the “RIGHT”).
there may be several incidental services & assignments, which are not mentioned herein but
will be necessary to complete the work in all respects.
1 Preparing a PR and Brand Development Strategy for raising the profile and media presence
of a) Uttar Pradesh tourism, b) Bundelkhand Region of UP and c) Buddhist Tourism Circuit
of UP.
2 Planning and organizing press conferences and media meets for national and
international media.
3 Preparing and dissemination of press releases/briefs on major

initiatives/achievements/program/events by Uttar Pradesh Tourism as per requirements.
4 Arranging articles for advertorials/question & answers in magazines and newspapers.
5 Coordinate with Uttar Pradesh digital creative and media buying agencies and do the
planning in such a way that state have a strong presence at state & national level using
various channels of digital and print media.
6 Monitoring online/offline media and collect, process, analyze different content and
prepare appropriate reports on daily/weekly/monthly and yearly basis for all the
print/digital media.
7 Preparation of print and electronic materials in the form of PR Kits to the media, as
required.
8 Organizing press trips for the media, as required.
9 Enhance visibility and awareness through unpaid means of communication.
10 Media management of various seminars, workshops, exhibitions and events to be

organized by Uttar Pradesh Tourism.
11 Crisis communication – it is expected that the pr agency will help to counter any adverse
publicity.
39 | Page
12 Media Tracking- print and electronic coverage. Submission of compiled reports every
month with cost analysis.
Detailed Deliverables
s no Deliverables Frequency Timelines
Annual rollout plan with month
To be submitted to department
wise PR activities proposed for
1 Once in a year within 45 days of signing of the
approval of directorate of
agreement.
tourism
Identification of ten
communication
To be submitted within 45 days
2 pillars/channels in sync with Once in a year
of signing of the agreement
Uttar Pradesh Tourism
strategies and campaigns
Specific plan on how to Once in a month and
To be done within 60 days of
3 leverage emerging digital to be
signing of the agreement
media such as metaverse, updated
Mapping of target media and
Once in a month and
stakeholders and develop a To be done within 60 days of
4 to be
local signing of the agreement
updated
/ National Media List
Develop media information kit
Once in a month and
and research-based inputs for To be done within 30 days of
5 to be
sharing with media and signing of the agreement
updated
department
10 press releases in a
Press releases in Hindi /
month in local media
English
and national media.
6 based on new initiatives and 10 press releases in a month
at the time of special
activities of department,
events the numbers
events, festivals etc.
to be increased
At least 5 stories in a
Story generation based on
month to be shared
7 department activities and 5 stories in a month
with local and
research data
national media
At least 5 stories in a
Publishing one advertorial per month to be shared
8 5 stories in a month
month in mainline magazines. with local and
national media
Event based pr support: for pre-
event promotion and post event
As per annual
coverage of event organized by Action plan to be submitted 20
9 calendar of fairs &
the dept. in national media, days prior to each event
festivals and events
similar coverage of events
Deepotsav, Dev Deepawali,
40 | Page
Rangotsav which are

conducted by Uttar Pradesh
tourism and other events in
which Uttar Pradesh tourism
participates actively
Local press
Organize pre & post event
conferences as and
press conferences and media
when instructed by
briefings at events or in big
the department. Action plan to be submitted 20
10 cities outside state as per
At least 2 such press days prior to each event
requirement of the directorate
conferences in a year
(logistics expenses supported
to be organized
by directorate)
outside Uttar Pradesh
At least 2
PR around VIP stories/interviews/trav
presence/including state elogues
At least 2
ministers/central ministers around such visits to
11 stories/interviews/travelogues
visit to Uttar Pradesh: be prepared and
around such visits in a month
(Logistics expenses supported disseminated/publish
by directorate) ed in a
month
Conceive and create one day
(4-
6 hours) media/influencer/
blogger/travel writer’s meet and At least ten such
Ten such events in a
12 media networking events in the events in a
year
state cities as per requirement year to be organized
of the directorate (logistics
expenses supported by
directorate)
PR support in crisis and other
emergent situations:
As per requirement of
13 countering situations and As per requirement
situation
negative news, incidents with
well thought out plan.
Pitch for interviews by senior
journalists/editors/influencers
with tourism minister/ officials.
Arrange at least one
key messages, FAQS, list of
such
14 anticipated questions and At least once in a month
interview in each
answers, soundbites and
month
quotes to be prepared for these
interviews. (Logistics expenses
supported by directorate)
15 Schedule and organize Minimum three in a Once in a month
41 | Page
journalists/ quarter
blogger’s/influencer’s visits to (Ideally during or
Uttar Pradesh before a
major event or
fair/festival)
Organize shootings in Uttar
pradesh in coordination with At least 3 in a quarter
16
producers and film (at least once in a month)
makers
• Weekly report
over phone & mail
• Monthly report
and submission of
Regular reporting to
17 next month plan weekly
department
• Quarterly in
person meeting
with senior
officials
Coordination with other
agencies of department:
agency is required to work in
close coordination with other
18 As per requirement
agencies engaged by the
directorate for promotional and
marketing activities for
seamless promotion
Submission of news clips
Daily or twice a day by
19 highlighting Uttar Pradesh Daily or twice a day by mail
mail
Tourism
Provide technical inputs on At least 7
20 every advertisement published advertisements At least 7 advertisements weekly
by up tourism weekly
42 | Page

PRAgency RFP

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

PRAgency RFP

Uploaded by

Copyright:

Available Formats

REQUEST FOR PROPOSAL

E-BID REFERENCE: DOT / PR/2023

E-TENDER PORTAL: HTTPS://ETENDER.UP.NIC.IN

PARYATAN BHAWAN, C-13, VIPIN KHAND, GOMTI NAGAR,

Instruction for E-tendering

For successful registration of DSC on e-procurement portal http://etender.up.nic.in, the bidder

Notice Inviting Tender

S.no. Description Date/Details

4. Contract Value Approximately Rs. 150 Lakhs per year

5. Receipt of pre-bid queries 11h May 2023

PRE-BID QUERIES SHOULD BE SUBMITTED AT

• To effectively disseminate information about Uttar Pradesh tourism’s various activities to

• Preparing and disseminating press releases/briefs on tourism events, initiatives, policies,

Deliverables for Uttar Pradesh tourism:

S. Designation Locati Qualification / Job Description

Experiences in Abroad) and Coordinate with

• All Media centric activities as per

activities, tracking of on ground

Roles & Responsibilities of Stakeholders

1. Department of Tourism, Government of Uttar Pradesh

- Provide necessary guidance, support, approvals and strategic suggestions as and

2. Public Relations Agency

EARNEST MONEY DEPOSIT (EMD)

Format and Signing of E-bids

E. Power of Attorney as per appendix F, authorizing the signatory of the proposal to

A. Made a complete and careful examination of terms and

Withdrawal and Resubmission of E-bids

Receipt and Opening of E-bids

Part I – Submission would be considered to be responsive if it meets the following conditions:

The DOT reserves the right to reject any proposal, if:

General Terms & Conditions

2. Relationship between Parties: Nothing mentioned herein shall be construed as

o Amicable settlement: The performance of the contract is governed by

Eligibility Criteria and Evaluation Methodology

If the applicant is:

A company, it should furnish copy of the certificate of incorporation and memorandum of

S. no Criteria Documentary Evidence

for at least 5 years, as on 31st March

4 The bidder must have prior experience • LOA/Agreement/Contract/Work

i. Experience of parent/subsidiary/associate company (ies) of the applicant would

Technical Evaluation Criteria

S.no. Evaluation Criteria Score

Note: social media, alone, will not be considered an eligible project.

Note: social media, alone, will not be considered an eligible project.

The financial proposals shall be given scores as follows:

The composite score shall be computed as follows:

Important note: E-bid should comprise of following sections:

Fraud and Corrupt Practices

C. ‘Coercive Practice’ means impairing or harming, or threatening to impair or harm,

Sub: Proposal for “SELECTION OF A PUBLIC RELATIONS & BRAND DEVELOPMENT

1 With reference to your RFP document dated____/____/______, I/We, having examined

Place: (Name and designation of the of the Authorised signatory)

2. Brief description of the Company including details of

3. Details of the Authorised Signatory of the Bidder:

Sl. Financial Years Annual Turnover (Rs.)

Certificate from the statutory Auditor

Experience of the Bidder

Sl. No. Particulars Description

Name of the Bidder

Appendix –F- Format for Power of Attorney for Signing of Proposal

Appendix –G- Affidavit

(On Stamp paper of relevant value)

1 With reference to your RFP document dated//__, I/We, having examined