Tender-2014-EOI for Website & Social Media-26022014_0

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CHHATTISGARH TOURISM BOARD

PARYATAN BHAWAN, INDIRA GANDHI MARG, RAIPUR-492006 Tel: 0771-4028634, 4066415, FAX 0771-4066425

Website : http://tourism.cg.gov.in, E-mail [email protected] ___________________________________________________________________

NIT No /CTB/2014 Raipur, Date: / /2014

Notice Inviting Tender For Website design & maintenance and

Social Media Marketing for Chhattisgarh Tourism Board.

Chhattisgarh Tourism Board invites Request for Proposal for designing the Website & Social Media Marketing from the reputed web design Agencies with excellent track record and experience in their respective fields.

RFP can be purchased from the Marketing Section, Office of the Chhattisgarh Tourism Board by paying Rs. 5000/- (Rs. Five thousand) per form through DD in the name of Managing Director, Chhattisgarh Tourism Board payable at Raipur or can be downloaded from the website www.tourism.cg.gov.in and application fees can be paid in form of DD alongwith the Technical Bid.

Last date for purchase of RFP documents : 05/04/2014 up to 3.00 PM

Last date for submission of RFP : 10/04/2014 up to 3.00 PM

Date of opening of technical bids : 15/04/2014 at 11.00 AM.

Date of opening of Financial bids : to be mentioned later.

Sd/-

Managing Director

Chhattisgarh Tourism Board

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DISCLAIMER

1. The information contained in the Tender Document or subsequently provided to applicants, whether verbally or in

documentary or any other form by or on behalf of Chhattisgarh Tourism Board or any of their employees or advisers, is

provided to Bidders on the terms and conditions set out in this Tender Document and such other terms and conditions

subject to which such information is provided.

2. Though adequate care has been taken in the preparation of this Tender Document, the Bidder should satisfy himself that

the Document is complete in all respects. Intimation of discrepancy, if any, should be given to the Managing Director,

Chhattisgarh Tourism Board immediately before the proposed due date. If no intimation is received by the Chhattisgarh

Tourism Board within the date, it shall be deemed that the party is satisfied with the Tender Document and is complete in

all respects.

3. The Tender Document is not an agreement and is neither an offer nor invitation by the Chhattisgarh Tourism Board to the

prospective Bidders or any other person. The purpose of this document is to provide interested parties with information

that may be useful to them in the formulation of their Proposals pursuant to this Tender. The Tender Document may

include statements, which reflect various assumptions and assessments arrived at by the Chhattisgarh Tourism Board in

relation to the requirement. Such assumptions, assessments and statements do not purport to contain all the information

that each Bidder may require. The Tender Document may not be appropriate for all persons, and it is not possible for

Chhattisgarh Tourism Board, its employees or advisers to consider the objectives, technical expertise and particular needs

of each party who reads or uses the Tender Document. The assumptions, assessments, statements and information

contained in the Tender Document, 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 the Tender Document and obtain independent

advice from appropriate sources.

4. Information provided in the Tender Document to the Bidders is on a wide range of matters, some of which depends upon

interpretation of law. The information given is not an exhaustive account of statutory requirements and should not be

regarded as a complete or authoritative statement of law. Chhattisgarh Tourism Board accepts no responsibility for the

accuracy or otherwise for any interpretation or opinion on the law expressed herein.

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5. Chhattisgarh Tourism Board, its employees and advisers make no representation or warranty and shall have no liability to

any person including any Bidder under any law, statute, 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 the Tender document or otherwise, including the accuracy, adequacy, correctness, reliability or

completeness of the Tender Document and any assessment, assumption, statement or information contained therein or

deemed to form part of the Tender Document or arising in any way in this Selection Process.

6. Chhattisgarh Tourism Board also accepts no liability of any nature whether resulting from negligence or otherwise arising

from reliance of any Bidder upon the statements contained in the Tender Document.

7. Chhattisgarh Tourism Board 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 the Tender Document which will be posted on the

website only of Chhattisgarh Tourism Board, Raipur being www.cgtourism.choice.gov.in .It will be the responsibility of

the interested bidders to keep themselves informed about the same.

8. The issue of this Tender Document does not imply that Chhattisgarh Tourism Board is bound to select a Successful Bidder

for the project and Chhattisgarh Tourism Board reserves the right to reject all or any of the Proposals without assigning any

reasons whatsoever.

9. The Bidder shall bear all its costs associated with or relating to the preparation and submission of its Proposal including but

not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations

which may be required by Chhattisgarh Tourism Board or any other costs incurred in connection with or relating to its

Proposal. All such costs and expenses will remain with the Bidder and Chhattisgarh Tourism Board shall not be liable in any

manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder in preparation or submission

of the Proposal, regardless of the conduct or outcome of the Selection Process.

Authorized Signatory

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Chhattisgarh Tourism Board (CTB) Paryatan Bhawan, Indira Gandhi Marg, Telibandha, Raipur, (C.G.) 492 006

REQUEST FOR PROPOSAL

PART I

Website design & maintenance & Social Media Marketing for Chhattisgarh Tourism Board

1. Introduction:

Chhattisgarh with it's enigmatic embellishments of amazing tourist sites, vibrant culture and

authentic crafts embedded in rich traditions provide enormous opportunities and unlimited possibilities for

all communities. To bring it on an international platform Chhattisgarh Tourism Board has embarked upon

an ambitious journey to promote the state among a well defined TARGET GROUP and to Business to

Business segments. The marketing & advertising campaign of the state has been well received for 2011-12

and the state has gained substantial foothold in the domestic tourism sector and acquiring recognition as one

of the most promising tourist destinations in inbound segment. To take it further, Chhattisgarh Tourism

Board invites expression of interest for designing & maintenance of the website and Social Media

Marketing for tourist.

2. General:

Managing Director, on behalf of Chhattisgarh Tourism Board hereinafter referred to as CTB will receive

sealed proposal for the subject work in accordance with the scope of work as stated below.

CTB reserves the right to accept/reject any or all the offers without assigning any reason thereof.

3. Period of Contract :-

The contract shall be valid for a period of 3 years which upon satisfactory performance can be extended to 3

more years if Chhattisgarh Tourism Board is satisfied with the work. If such extension is granted the cost

per year will be increased by 10%.

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4. Scope of Work 4.1 Website Designing & Maintenance Chhattisgarh Tourism Board would like to design and maintain a website to facilitates the tourist. The work

includes to but not limited to :

4.1.1. Website should be according to types of travelers :

(a) Domestic.

(b) Foreigner.

(c) Business.

(d) Pleasure.

4.1.2 Website should offer tours of -

(e) 24 hrs in Raipur.

(f) 48 hrs in Raipur

(g) 3 days in Chhattisgarh

(h) 5 days in Chhattisgarh

4.1.3. Design site layouts develop the hypertext structure and organizing the content for ease of

use.

4.1.4 Write the creative content of each tourist places.

4.1.5 A cohesive graphics design (visual theme, color scheme, etc.). The home page should

incorporate the CTB logo and have a Sitemap, Contact link, and About Us link at the footer.

4.1.6. Design site navigation tools - buttons, menu bars, icons, clickable maps, etc.

4.1.7 Create various on-site services and features which may include links to search engines, a

site index and a site map.

4.1.8 Create site help pages, guided tour, tutorials, etc. m translated into Hindi,

4.1.9 Provide active content which may include animation, ensuring browser compatibility

4.1.10 Edit copy of text as supplied by CTB in English to ensure uniform standards and get them

translated into Hindi,

4.1.11 Ensure cross browser compatibility and coding standards.

4.1.12 Developer will have to use attractive Pages, videos using current technology, virtual tours

other facilities as per tourist requirements.

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4.1.13 Providing facilities for and creating downloadable content like images, wallpapers,

screensavers etc. to be created and made available for download.

4.1.14 Updation of tourist information available on site and constant monitoring and uploading of

the information.

4.1.15 A Customer Relationship Management functionality on the website to ensure users to stay

informed about latest events, festivals, packages, delights etc. with the help of newsletters,

Electronic Mailers etc. as well as maintaining a easy to use and comprehensive database of

service providers in the tourism sector (viz. approved tour operators, hotels, etc. ) with

search functionality.

4.1.16 Calendar of Events: The Web site should include a robust, intuitive Calendar of Events that

is searchable and sort-able by the user.

4.1.17 Live and dynamic maps with active content display and synchronization with the

information pages. Ability to connect to Google and Yahoo maps.

4.1.18 Create provision for User Generated Content including blogs, photo uploads, etc.

4.1.19 The website must have compatibility for smart phones.

Following features are to be implemented for the New CTB's Website in a phased manner as per

tourist point of view:

4.2. Basic Features of website

4.2.1. Designate new pages to be featured as "What's New".

4.2.1. Photo Gallery. Publish multiple themed photo galleries.

4.2.2. Events Schedule. Promote upcoming events.

4.2.3. Web Site & Document Search.

4.2.4. Opt-in E-mail Marketing & Visitor Address Collection.

4.2.5. Information Request System.

4.2.6. FAQ Module. Automatically respond to common questions.

4.2.7. Tell a friend. Let your visitors promote your site.

4.2.8. Site Map. Generates a map of your Web site.

4.2.9. Press Gallery. Download site for Press Releases & images.

4.2.10. Contact Management System.

4.2.11. Corporate Communication System.

4.2.12. Multiple Property Listings Tourism Database.

4.2.13. Multi-Tiered Listings. Display listings according to buy-in.

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4.2.14. Banners & Display Ads of Tourism Boards.

4.2.15. My Portfolio. Save favorite lists & send to friends.

4.2.16. On-line Surveys.

4.2.17. Discussion Board.

4.2.18. Electronic Postcards.

4.2.19. Custom Screensavers.

4.3 Highlighted Features:

4.3.1 Online Booking Management

a) Hotel / Motel / Resorts Booking and Status

b) Online Payment

c) Tracking / Performance Tracking

d) Incentive Generation Agent wise.

e) Separate login section for TICs, Booking Agents, Call Centre

f) Booking agents creation and managements

4.3.2 Maps

a) CG State Map with Tourist Destination Markings.

b) All major cities Map.

c) Destinations linked with Google map.

d) Local Directory of various Important places and marking in map like ATM,

Hospital, restaurant, hotels, police station, cyber caf etc.

4.3.3 Category wise search for the tourist destinations (Tagging), for eg.

a) District wise

b) CTB Properties (Resorts / Motel / Hotel)

c) Waterfall

d) Religious Places

e) Wild life

f) Reserve Forest

g) Tribal Life

h) Kosa Silk

i) Water reserve

j) Archeological places

k) World Hritage.

Provision to extend the category

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4.3.4 Distance calculator module.

a) A module programmed to calculate distance by selecting two destination of

Chhattisgarh.

4.3.5 Multi Lingual.

a. A multi lingual website. CTB likes to start with Hindi and English - dual language website and in future would like to convert to some foreign and other national

languages.

4.3.6 Contact us User will enter the contact details (like name, designation, address, contact

telephone nos.) of officials. Public could view contact details of CTB officials.

4.3.7 Whats New Public can view what are the new additions in CTB.

4.3.8 Packages This will have tour packages and Resort packages along with online booking

provision with payment gateway.

4.3.9 Complaint Register Public can register any complaint or suggestion through this

module with valid e-mail id. User id would be their e-mail id and automatic random

number would be generated and send to their email which would be the password. With

the help of user id and password public can see their status of the complaint.

4.3.10 Virtual Tour (Flash/other appropriate technology) It will have State Tourist

Destinations and CTB's Resorts virtual 360 flash tours. All required photo shoot to be

done be Successful Firm and to be approved by CTB before upload.

4.3.11 Photo Gallery CTBs Photo Gallery will be available.

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4.3.12 Testimonials & Guest Comments and responses to their comments. Public can

write their comments online through this module. The comments must be responded, if

required.

4.3.13 Event Management Events handled by CTB will be displayed. Public can post their

requirements/Comments through this module. CTB official will contact them.

4.3.14 Blogs All tourists can share their views.

4.3.15 Sitemap Details of Sitemap, it has to change automatically as soon as changes in the

website are made.

4.3.16 Privacy Policy CTBs Privacy Policy will be displayed.

4.3.17 Pages in Hindi All the above pages will have Hindi version also. (Unicode to be used)

4.3.18 About Us This page will have history of CTB, it's achievements, organization chart

and its properties etc.

4.3.19 Other: Pages like Copyright Policy, Terms & Conditions (wherever required), Security

Policy to be included.

4.3.20 Secure Encrypted Transaction - All online transactions are to be made through secure

encryption only.

4.3.21 Online Payment Facilities (Online Payment Gateway solution): Website must be

linked with our online payment facility.

4.3.22 News Section : All favorable news published from English, Hindi and media must be

uploaded daily.

4.3.23 Control Panel Super admin will have rights on all pages. Different admin will have

rights on different pages (like particular divisions) for uploading, editing, deleting the

details on pages. Each and every page will be covered by the control panel and

respective user(s) will be given rights to add/edit/delete permission on the particular

page. User rights will be maintained in the database.

4.3.24 Security Audit : Once the site is tested and finalized by Chhattisgarh Tourism Board, it has to undergo a mandatory security audit before it is hosted on the GoI server. It would be responsibility of the agency to get the Security Audit Certificate and host the website on GoI Server.

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4.3.25 Similarly production of Online creatives in Rich Text Media is part of the scope of the agency. No separate payment for it.

4.3.26 Preparation of PowerPoint Presentations / flash / mpeg/ etc in all digital formats for the various roadshows / government meetings.

4.4 Guidelines to be followed for website

4.4.1. Ownership information is displayed on homepage and on all important entry pages of

the website

4.4.2. Complete and self explanatory title of the homepage (appearing on the top bar of the

browser) is provided

4.4.3. Website has a Copyright Policy, prominently displayed on the homepage.

4.4.4. Due permission have been obtained / submitted to CTB for publishing any content

protected by copyright.

4.4.5. Website has a comprehensive Hyper Linking Policy

4.4.6. Clear indication is given when a link leads out of our website.

4.4.7. The mechanism is in place to check the accuracy of Hyperlinked Content.

4.4.8. Mechanism is in place to ensure that there are no 'broken links' (internal as well as

external) or 'Page not found' errors

4.4.9. Website has comprehensive Terms and Conditions statements, linked from all important

pages.

4.4.10. Terms & Conditions disclaims responsibility of the content sourced/ linked from other

website and clearly indicates whether information available on the site can be used for

legal purposes or not

4.4.11. Website has a Privacy Policy linked from all the relevant pages.

4.4.12. All electronic commerce transactions are handled through secure means.

4.4.13. The website provides the complete title of the form along with the purpose it is used for

4.4.14. Language of the Form (other than English) is mentioned clearly.

4.4.15. News / Press / Tender releases are displayed along with the date and these are organized

as per the archival policy of the website

4.4.16. Feedback is collected through online forms and mechanism is in place to ensure timely

response to feedback/queries received through the website.

4.4.17. The website has a readily available Help section

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4.4.18. Complete information including title, size (playing time for audio/video), format, usage

instructions and plug-in to view the file is provided for downloadable material including

documents.

4.4.19. Website is free from offensive / discriminatory language.

4.4.20. Content is compiled and packaged with citizen orientation.

4.4.21. Home Page and every important entry page of website display the last updated /

reviewed date.

4.4.22. Portal should have a Content Review Policy (CRP) for the website.

4.4.23. All Documents / Reports have a time stamp at least on the main page.

4.4.24. Portal should have Content Archival Policy (CAP).

4.4.25. Clear and simple language has been used throughout the website.

4.4.26. The language is free from spelling and grammatical errors.

4.4.27. Whenever there is a change in the language of a web page it has been clearly indicated.

4.4.28. Consistency in nomenclature is maintained across the website.

4.4.29. A consistent page layout has been maintained throughout the website

4.4.30. Hindi/ regional language fonts have been tested on popular browsers for any

inconsistency (loss of layout)

4.4.31. Web Pages allow resizing of text without the use of assistive technology.

4.4.32. Text is readable both in electronic and print format and the page prints correctly on an

A4 size paper.

4.4.33. There is adequate contrast between text and background colour.

4.4.34. Alternate text is provided for non text elements (e.g. images).

4.4.35. Websites provide textual description of audio / video clips and multimedia presentation.

4.4.36. Captions have been provided for all important audio content.

4.4.37. Web pages do not contain any content that flashes for more than three times in a second.

4.4.38. There is a mechanism to control (stop, pause.) audio that starts automatically.

4.4.39. All pages on the website have a link to the home page.

4.4.40. The positioning and terminology used for navigation items and navigation scheme is

consistent across the website.

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4.4.41. There are no links to 'under construction' pages.

4.4.42. Each page is a standalone entity in terms of ownership, navigation and context of

content.

4.4.43. Web pages allow the user to bypass repeated blocks of content.

4.4.44. Website has either a "search" box or a link to a "search" page from every page of the

website.

4.4.45. Website has an up to date Site Map that is linked to the Home Page as well as to all

important entry pages of the website.

4.4.46. If the site uses frames, each frame is properly titled.

4.4.47. Website uses Cascading Style sheets to control layouts/styles

4.4.48. Website is readable even when sheets are switched off or not loaded.

4.4.49. Web pages are usable even when scripts, applets etc are turned off.

4.4.50. Documents are provided either in HTML or other accessible formats. Instruction /

Download details for viewing these formats are provided.

4.4.51. In content implemented using mark up languages, the elements have been use according

to specification.

4.4.52. Labels have been provided when content requires input from the users.

4.4.53. Instructions for operating/ understanding content do not rely solely on characteristics

like shape, size, location etc.

4.4.54. All input errors are flashed in text.

4.4.55. Functionality of content is operable through keyboard.

4.4.56. Focus is not trapped in any component while navigating through keyboard only.

4.4.57. Purpose of each link is clear to the user.

4.4.58. When any component receives focus it does not initiate change in context.

4.4.59. Changing the setting of a component does not change the context unless the user has

been informed of the same.

4.4.60. Metadata for pages like title, keywords, description and language is appropriately

included.

4.4.61. Data tables have been provided with necessary tags / mark up.

4.4.62. All components receives focus in an order that preserves the meaning / operation.

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4.4.63. Role of all interface components can be programmatically determined.

4.4.64. The websites have been tested on multiple browsers.

4.4.65. Websites has a Security Policy.

4.4.66. Mechanism is in place to ensure that all downloadable material is free from virus.

4.4.67. All pages should have unique TITLE to assist screen readers as well as search engines

apart from the normal user

4.4.68. All pages should have META TAGS (Keywords and Description) related to that page

4.4.69. Clear heading structure (H1, H2 and H3) should be maintained. This helps the visually

challenged user to quickly scan the main content heads of the page. There should be

only one H1 tag on a page

4.4.70. Use external CSS as much as possible, avoid inline styling

4.4.71. Always use OPTIMIZED images. Images can be optimized by using image editing

software.

4.4.72. Page should have a clear contrast between foreground and background

4.4.73. A "Skip to content" link must be provided at the top of the page. This helps the user to

directly go to the main content of the page bypassing the repetitive sections like page

header, navigations etc

4.4.74. All functionality of the content like links, menus, forms etc should be operable through a

keyboard interface as the visually challenged cannot use the mouse

4.4.75. Tables must not be used for layout and presentation purposes. When used for

representing data, tables should be provided with proper header row and captions and

the data items should flow left to right, one line at a time

4.4.76. Frames should be avoided while designing a webpage as frames cannot be easily read by

the visually impaired. When used, frames should be titled with text that facilitates frame

identification and navigation

4.4.77. Attributes of colour, shape and size must not be used to represent information as these

would make the content inaccessible to the visually challenged. For example, we should

avoid using statements like "All the text written in red are mandatory"

4.4.78. All script function should include a NOSCRIPT tag for those browsers or assistive

technologies that do not have script support.

4.4.79. Enough time should be provided to user to read and interact with content. In case,

content is time-based, same should be informed to user in advance

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4.4.80. Website must clearly reflect the ownership of CTB

4.4.81. Content must be written from citizen's perspective and the language must be simple and

free from errors.

4.4.82. Multi-lingual versions of the sites must be in sync with each other

4.5 Content Management System Creation and Maintenance of a comprehensive Content

Management System as a single repository for storage of all types of Website content such

as video and images along with controlling placement of content. The CMS should be

flexible and user friendly to allow extensive use by users of varying levels of technical

knowledge.

4.6 Others

4.6.1 Updating of the website by uploading announcements, order, etc.

4.6.2 Simultaneous translation of the contents to Hindi.

4.6.3 Site Analytics: Providing a robust web-analytics solution.

4.6.4 Providing sound technology back end to ensure zero down time, easy content

updation and modification of the site structure and making the site quick to load

ensuring better SEO ranking and user experience.

4.6.5 Emerging Technologies: The web site should be made to address the needs that are

important to the user such as online guides in downloadable and printable format.

4.6.6 Appropriately enabled in order to be made accessible to smart phone users as well.

4.6.7 Bidder has to develop the content on all the tourist destinations currently 128 and 9

CTB properties that includes but not limited to ( photography, content writing

composing designing etc)

4.6.8 Content must be developed by the bidder for each tourist destination and properties

as informed by CTB from time to time and an approval from CTB should be taken

before hosting.

4.6.9 For audio video content bidder must develop his own library and take approval

before hosting them to CTB.

4.6.10 This Task of both website (development of new portal for tourist / up gradation of

official website) include development, deployment, maintenance and up gradation ,

changes as asked by CTB for the period of 3 year . the price should be quoted

accordingly.

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4.6.11 CTB will only instruct for requirement of the contents for the Websites. If content

not available at CTB the vendor has to develop the content by their own and take

approval from CTB before uploading.

4.6.12 CTB will only provide the data and images available at present. Successful firm has

to develop his own write-ups and do photography / Video shooting of the locations

where advance detailing required

4.7 Hosting and Uploading/Downloading Services:

4.7.1 Hosting Support

4.7.2 Domain Name Support. Renewing of current domain name registration for a further

period of 5 years for both URLs

4.7.3 Hosting of Online Contests & Data Management.

4.7.4 Uploading on web including text, images, banner, video replacement etc.

4.8 Feedback Management:

4.8.1 Provision of POP addresses (minimum 20 ids).

4.8.2 Maintenance of comprehensive feedback management system based on Email

feedback and form based feedback.

4.8.3 Providing automated replies to simple form based queries and forwarding others on

the basis of workflow agreed to by agency and CTB.

4.9 Backend, Integration & Database Services:

4.9.1 Programming (Code Repair, New Codes, Repairing Broken Links)

4.9.2 Database Maintenance & Integration

4.9.3 Project Management (Project Management Process & Deployment documentation

required)

4.10 Search Engine Optimization

4.10.1 Making design and architecture of the site friendly to search engines

4.10.2 Meta tagging and indexing all pages

4.10.3 Register and optimize the site on all major search engines like Google, Yahoo and

Bing to ensure top search results (in top 10) across all relevant key words within a

period of 1 year from the date of revamp and thereafter ensuring the position is

maintained within top 5 for the rest of the period of contract.

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4.11 Security and backup Services

4.11.1 Redundant Current Local Backup Copy of Website at all times with backup being

taken weekly. Latest Backup of all the files hosted to be submitted to CTB on

weekly basis.

4.11.2 Hosting on servers with adequate backup capacity in order to ensure zero down

time. Provision for backup servers to be active within maximum one hour of main

server being compromised.

4.11.3 Incorporating security features to prevent hacking

4.12 Monthly e-newsletter (1 page ): ( English Language Only)

4.12.1 Designing and mailing out to all registered subscribers, with mail bounce reports,

mail open & click tracking.

4.13 Monthly Usability Analysis & Reporting in PDF sheet with page views per month, page

view analysis and progressive analysis of visitors by country of origin, pages viewed, most

viewed pages, etc.

4.14 Any other innovative ideas

4.15 Documentation :-The Bidder shall supply 1 set of hard copy and 2 sets of soft copy

(CD/DVD) of the following three types of documents to CTB for the Portal:

4.15.1 System Manual: The bidder shall provide complete technical descriptions of the

programs, tables, data elements, keys and indexes of the data systems; complete

security information; Data Flow Diagrams (DFD) and Entity Relationship Diagram

(ERD)

4.15.2 User Manual for System Administrators: A user manual incorporating all details of

links and functionality provided for system administrators on the Portal

4.16 Licensing

All the supporting software/database being used to develop/maintain the web portal should

be licensed. If any action is brought against us for infringement of the copyright in respect

of the software/database being used by the web portal developed and installed by the

successful bidder, or any other reason, the bidder will defend the same at their cost and

consequences. Successful bidder will incur all the costs, losses, claims, actions, demands,

risks, damages, expenses etc. that purchaser may suffer or incur in this connection.

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4.17 Intellectual Property Rights

4.17.1 All Software including source code, plans, drawings, CASE tools, specifications,

designs, reports and other documents prepared by the vendor in the execution of the

contract shall become and remain the exclusive property of CTB, and before

termination or expiration of this contract, the vendor shall deliver all such

documents to CTB, together with source code of the Application Software so

developed under the contract along with the detailed inventory thereof.

4.17.2 The Vendors should note that the source code will be owned by CTB for its

exclusive use and IPR shall remain with CTB . The software will be free to

implement and use at any number of location/s and any number of users of CTB.

4.17.3 All the rights relating to intellectual property created during the development of

website shall be with the office of CTB and agency shall have no right whatsoever.

After completion of contract, the data, content, pages shall be property of the CTB

Office.

4.17.4 The source code should be submitted on any permanent media to CTB.

4.17.5 FTP admin access code to be provided to CTB at all times.

4.18 Maintenance : The following areas will be covered under maintenance.

4.18.1 Providing backup of the entire website in CD/DVD on monthly basis..

4.18.2 Changing of flash pictures in the existing web pages as provided by CTB.

4.18.3 Changing of Home Page periodically as per CTB theme.

4.18.4 Maintain E-mail accounts, E-Mail server, Website Server and all the modules of the

website

4.18.5 Maintain the entire data base of our website.

4.18.6 Rectify the problems in 24 hours time.

4.18.7 Changes as required in the website as suggested by CTB during the contract period

from time to time in the web pages. With addition /modification/ deletion of

content. As per the business needs.

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4.2 Scope of Work : Social Media Marketing

Achieve advertising and marketing objectives, Chhattisgarh Tourism Boards marketing team seeks mutual interaction and close working proximity with the design team

i) Obtain Management plans, visions and corporate objectives;

ii) Analyze Chhattisgarh Tourism products: strengths & weaknesses; opportunities and threats

iii) Study the products perceptions in the market;

iv) Identify the competitions and the image of their products;

v) Develop a Social Media Strategy for Chhattisgarh Tourism

vi) Identify core target audience and getting the consumer insight.

vii) Media planning & Media buying: Digital advertising ensuring the best value for money.

4.2.1 Social Media Platforms

Important platforms from amongst the list given below will be targeted :

Blogs Crowdsourcing Pinterest Facebook Apps Facebook Pages Forums Google+ Photo sharing (i.e. Flickr) Video sharing (i.e. YouTube) Podcasting Social Customer Relationship Management (Social CRM) Social Media press releases (SMPRs) Twitter or other forms of microblogging Other social networks and social networking tools

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4.2.2 Development of a Social Media Plan for 2014

For Social Media excellence and a mutually rewarding ongoing partnership, a clear and concise

social media plan consistent with Chhattisgarh Tourisms vision, and client briefing.

The plan should include:

i) Social Media Strategy

ii) Social Media Objectives

iii) Key Performance Indicators

iv) Projected increase in social media contacts

v) Social Media 6,12 & 18 months Calendar

vi) Projected return on investment

4.2.3 Execution

In close coordination with the Chhattisgarh Tourism Boards Marketing & Communications

(MCM) team and as per the advertisement plan, chosen medium of communication and timetable:

i) Develop creative concepts consistent with the advertisement theme.

ii) Present a number of creative options to Chhattisgarh Tourism Board.

iii) Obtain approval for the final selected option.

iv) Translate the approved option into final approved designs, language and size.

v) Once the design is approved recommend and obtain best exposure for the

campaign.

Keeping Chhattisgarh Tourism Board informed at all the time; Ensuring optimal quality & cost mix; Working with the agreed time frame;

4.2.4 Monitoring

In close coordination with the Chhattisgarh Tourism Boards Marketing & Communications team

(MCM) assess the effectiveness of each advertisement campaign by:

i) Monitor each component / release of campaign for quality and conformity to plan.

ii) Recommend agree and obtain approval for the parameters for measuring effective and

efficiency of the advertising campaigns.

iii) Present clear and concise report for each major campaign. What constitutes a major

campaign is to be agreed with Chhattisgarh Tourism Board.

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In close coordination with the Chhattisgarh Tourism Boards Marketing team, assess the

effectiveness of each social media campaign by:

i) Monitoring the performance of activity and provide daily reports.

ii) Recommend changes to the campaign to optimise the performance.

iii) Provide detailed and clear reporting for each campaign.

The Agency must mark all electronic content (text, photo, video or otherwise) as Copyright of

Chhattisgarh Tourism Board, wherever applicable; and monitor & report unauthorized use. This

responsibility includes but is not limited to the following activities:

Content sanitization, formatting, uploading and management.

Use of SEO (Search Engine Optimization) friendly clean permalink structure.

Tagging & Categorization of posts and articles.

Feedback mechanism to accept & display hierarchical user comments.

Develop and update the FAQ (Frequently Asked Questions) bank based on user feedback.

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4.2.5 Service Level Agreement for Social Media Marketing

Social Media Description Service Level

The agency shall manage on a daily basis the following social media platforms

Facebook, twitter, blog, YouTube, google+

The agency shall respond to fans posts during working hours within

30 minutes

The agency shall respond to posts by fans out of hours upon resumption of duty within

1 hour

The agency shall provide a facebook calendar post for the following month

20th day of each month

The agency shall ensure that a minimum number of facebook posts during the working week

1 per day

The agency shall ensure that a minimum number of tweets during the working week shall be no less than

1 tweet per day

The Agency shall provide weekly content of no less than 250 words for the departments blog

Every Sunday

The Agency shall ensure that all content/updates on facebook are replicated on google+

As & when

The Agency shall provide a plan once the contract is signed to demonstrate how they will drive up engagement

Within 30 days

The agency shall ensure that a weekly report is provided on

Every Sunday

The agency shall ensure that a monthly will be provided by

5th of each month

The agency shall provide a 6 months account review on the performance of the previous 6 months

6 months

The agency shall ensure that if required by the client, that the agencys account manager shall spend a minimum number of days each week with the client

1 day

The agency shall ensure that during a crises that they will provide 24/7 support until such time it is no longer required

As & when required

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5. Minimum Eligibility Criteria :

The agency should have a minimum turnover of Rs. 10 crores in last three years (i.e. FY 2010-11, 2011-12 & 2012-13) and must have worked with at least one well known tourism client or a State

Govt. with a billing of at least Rs. 1 crore. (Proof to be attached in form of work order.)

The agency should have at least 5 years experience in marketing tourism destinations internationally on digital platforms.

It should have experience in handling the online and social media marketing of tourism destinations / State Govt. for a minimum of 2 yrs.

The agency should have an experienced and dedicated team for the website and social media activities.

6. Pre-Bid Clarifications:

Pre- bid clarification, if needed on any point an email may be sent to [email protected] at least

7 days prior to the last date of submission of bid. The CTB shall endeavour to respond to the queries within

the period specified therein. The responses will be sent by e-mail.

The Chhattisgarh Tourism Board shall endeavour to respond to the questions raised or clarifications

sought by the Bidders. However, the CTB reserves the right not to respond to any question or provide any

clarification, in its sole discretion.

Modification/Amendment/corrigendum if any to the Tender document shall not be advertise in newspaper but

shall be posted in the website htttp://tourism.cg.gov.in under Tender/EOI/Advt. Section

7. Earnest Money Deposit (EMD) & cost of Tender Document:

EMD of Rs. 300,000/- (Rs. Three lakhs only) shall be deposited with the technical bid document in the form

of DD in favour of Managing Director, Chhattisgarh Tourism Board payable at Raipur.

If the Tender is downloaded from the website (htttp://tourism.cg.gov.in) the application fees mist be paid

in form of DD of Rs. 5000/- (Rs. Five thousand) through DD in the name of Managing Director,

Chhattisgarh Tourism Board payable at Raipur alongwith the technical bid document.

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8. Security deposit ( SD) / performance security:

EMD in case of successful bidder will be then converted as SD or Performance Security and will be held till

the successful completion of the contract. In case of others it will be returned within 60 days from the

opening of bid document.

9. Technical bid

Should contain support documents as per qualifying requirements, balance sheets for past three years,

agency profile, service tax, PAN, past assignments, teams resumes, awards and recognitions along with

proposed strategy for promotion of Chhattisgarh Tourism in domestic and international markets.

10. Financial bid

Shall contain total charges fee per month for 3 years from the date of commencement of the contract.

11. Appointing technically qualified full time executive at Chhattisgarh Tourism Board premises :

The Successful Bidder shall appoint a full time executive in the premises of Chhattisgarh Tourism Board

for liasoning and servicing work. The executive has to be approved by Chhattisgarh Tourism Board, if

Chhattisgarh Tourism Board does not approve of the executive appointed, the Successful Bidder shall have

to appoint another suitable executive who meets Chhattisgarh Tourism Board's approval.

12. General Terms and conditions:

The successful bidder shall have to comply to the following terms and conditions with an undertaking not to

deviate from the terms of reference mentioned below:

12.1 The outlined scope of work can be revised if found inadequate during the course of the project. 12.2 Successful bidder shall indemnify Chhattisgarh Tourism Board of any claim arising out of legal

dispute and shall submit an undertaking in this regard before and after completion of the contract.

12.3 Chhattisgarh Tourism Board shall not be liable to pay any additional payment other than agreed amount as part of overall contract value apart from additional scope of work agreed upon as and when required. No taxes will be paid separately; financial bid should include all taxes and duties.

12.4 Cost will include all promotions, advertisements etc. which may be needed to increase the traffic & fan base as specified in the deliverables and or the scope of work.

12.5 In case of any promotions or contests etc. which would propose to utilize Tourism Boards infrastructure, the Chhattisgarh Tourism Board will offer the same for free. (This is for the usage of Chhattisgarh Tourism Boards Hotels/Resorts and travel within Chhattisgarh.)

12.6 Ensuring quality at all levels and delivering as per requirement of CTB shall be primary criteria for continuity of the contract. Any lapse shall be seriously viewed and may result into termination of the contract without assigning any reason thereof.

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12.7 If Agency or any of its staff is found to be involved in any illegal activity, the contract will be immediately terminated with forfeit of EMD or SD.

12.8 All taxes/ duties related to labour act / law such as PF, ESI and Gratuity will be the liability of the agency and CTB will not be responsible for the same.

12.9 Agency is not allowed to sublet/lease out the contract or any portion of the contract to any person /agency any time during the contract period.

13. Evaluation

Chhattisgarh Tourism Board will select a agency/firm from amongst the proposals received based on the following criteria i) Only those proposal which meet, the Minimum Eligibility Criteria listed in Section 5 above

will be invited before the evaluation committee to make a presentation as follows :

a. Presentation on Website Design and Maintenance.

b. Presentation on Social Media Marketing.

ii) The Presentation will be graded based on following aspects, (therefore the presentation

must cover these aspects) :

a) Strategy

i) Outline your Website & Social Media strategy process.

ii) Provide an excerpt from the final deliverable of a strategy engagement.

iii) Provide a case study of your strategy work that results in Website & social media initiative and business results achieved.

b) Website & Social Media Reputation Management

i) Describe your monitoring process, what proprietary tools used and any methodology.

ii) Detail your methodology/workflow for handling online crises.

iii) Describe the structure of your crisis management team, including bios and relevant experience.

iv) Include a sample of your monitoring report format and/or a link to appropriate dashboards.

v) Provide a case study detailing your work in managing reputation or online crises.

c) Website & Social Media Marketing

i) Provide a minimum of three top-level campaign concepts for company/Product/Services that allow us to see your concept development and creative thinking abilities.

ii) What are your in-house web design/build capabilities?

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iii) Provide a sample of a measurement document or final report.

iv) Provide case studies from at least two social media marketing campaigns, including results.

d) Client Services & Project Management

i) Outline your project communication structure. If your account team is separate from your project management staff, please detail how these teams work together/with the client.

ii) Who will be assigned to our business (please provide names, titles and short biographical notes)?

e) Metrics & Measurement

i) How have you defined ROI from website & social media perspective in the past?

ii) What is your approach to server-side analytics and community analytics for program measurement?

iii) Do you have the capability to measure cost per lead or cost per acquisition?

iv) What platforms are you unable to measure accurately, or able to provide only limited measurements from ?

f) Creativity

g) Technology

h) User friendliness

i) Uniqueness of design

j) Search Engine Optimisation (SEO) Strategy

k) Traffic maximizing strategy

l) Compatibility across browsers, Mobile devices & Tablets

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iii) Evaluation of Technical Proposals

Presentation will be graded on 150 marks as given below :

S.No. Evaluation Parameter Maximum Score

I. Presentation on Website Design and Maintenance 50

II. Presentation on Social Media Marketing 50

III. Work experience of Tourism websites & Social

Media for large tourism related organizations such

as State Govt, Govt. of India, 5 Star Hotels or

Resorts, Travel booking websites like yatra.com etc.

50

iv) Opening of Financial Bids :-

The financial bids of those bidders who have been invited to make presentation will be

opened.

v) Final Evaluation of Proposal in accordance with the Quality cum Cost based System

(QCBS).

Proposals will be ranked according to their combined technical and financial scores, giving

70% weight to the Technical Score and 30% weight to the Financial Score.

(a) For final evaluation, the total cost of services indicated in the Financial Proposal will

be considered, and CTB reserves the right to determine whether the Financial

Proposals are complete, unqualified and unconditional and also correct computational

errors, if any.

(b) Chhattisgarh Tourism Board will determine whether the Financial Proposals are

complete, unqualified and unconditional. The cost indicated in the Financial Proposal

shall be deemed as final and reflecting the total cost of services. Omissions, if any, in

costing any item shall not entitle the firm to be compensated and the liability to fulfill

Page - 27

its obligations as per the Scope of Work within the total quoted price shall be that of

the bidder. The Financial Proposal shall be ranked on the basis of the formula : -

Sf=100 x Fm/F, in which Sf is the financial score, Fm is the lowest price and F

the price of the proposal under consideration

where the proposals will be ranked according to their combined technical (St) and

financial score (Sf), giving 70% weight to the technical score and 30% weight to the

Financial score. 14. Prevention of Conflict of Interest:

a) All persons/groups/agencies/workers/contractors including their blood relatives who are employed

or have been assigned jobs/works with Chhattisgarh Tourism are prohibited from bidding for the

work mentioned in this document, without prior approval of Managing Director, Chhattisgarh

Tourism Board, Raipur.

b) Any violation of this clause will lead to the automatic rejection of the bid irrespective of the stage.

If the violation of this clause is found out after the issuance of work order it will lead to the

automatic cancellation of the work order from the date of detection. In such case the Bid Security

Amount/EMD will be forfeited by CTB.

15. Deviations from terms and conditions :

Offers with deviations in commercial terms & conditions like payment term, validity etc. is liable to be

rejected out rightly.

16. Submission of Bid:-

The technical bid in Part I shall be submitted in an envelope superscribed as Technical Bid

containing all the documents along with this Terms & Condition duly sealed & signed on each page.

This should contain EMD of Rs. 3 Lakhs (Rs. Three Lakhs Only), and in case the document is

downloaded from website the application fee of Rs. 5000/- (Rs. Five thousand only) as well, both in

form of DD in the name of Managing Director, Chhattisgarh Tourism Board payable at Raipur.

The Financial Proposal in Part II shall be submitted in another envelope subscribed as "Financial

Bid" containing the total charges for 3 years in INR and signed by the authorized signatory of the firm/

agency/individual.

Both envelop Part I & Part II shall be submitted in a separate envelope superscribed as Website

design & maintenance and Social Media Marketing for Chhattisgarh Tourism Board shall be

Page - 28

submitted at the above mentioned address before the due date of submission of bid by registered /

speed post, courier only. (No hand delivery will be accepted).

Proposals received after due date and not complying to terms and conditions shall not be considered.

17. Execution of Contract

(i) Successful Bidder shall execute a Contract with Chhattisgarh Tourism Board within prescribed

time from the date of issue of the Notice of Award (NoA).

(ii) In the event the successful Bidder fails to sign the Contract, within the prescribed time, his Bid

Security shall be forfeited and appropriated by Chhattisgarh Tourism Board. In such an event,

Chhattisgarh Tourism Board may invite the Second Ranked Bidder for negotiations and may issue

NoA to him.

18. Commencement of Assignment

The Selected Bidder shall commence the Services immediately from the date of signing of the

Contract. If the Selected Bidder fails to commence the assignment as specified herein, Chhattisgarh

Tourism Board may, unless it consents to extension of time thereof may forfeit his Bid Security.

19. Termination of Contract :-

The contract can be terminated by the CTB at any time on giving 30 days notice in advance without

assigning any reason whatsoever. In such cases, operator will be responsible to clear all dues such as

statutory as well as business, and CTB will not be responsible for that.

20. Terms of Payment :

Payment shall be made on monthly basis.

Failure of the successful bidder to start the work and timely completion shall constitute sufficient

grounds for the annulment of the contract, in which case the CTB shall blacklist the bidder and forfeit

the EMD deposited and make the award to another bidder or call for fresh bids.

21. Delayed/Late Bids (Proposals) : The CTB shall not assume any responsibility for any postal delays

either for the late receipt of the documents. No extension of time shall be granted in any case.

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22. Mistake In Bid (Proposals) : Rates should be quoted in both figures and words. In case of ambiguity between rates in figures and words, lower of the two shall be considered. However such offers can also

be rejected.

23. Force Majeure : Any cause that is beyond the reasonable control of the firm / agency or CTB will be

force majeure condition .The cause of the force majeure condition will be taken into consideration only

if the tenderer within 15 days from the occurrence of such delay notifies the CTB. The CTB shall

verify the facts and grant such extension as the facts justify. For extension due to force majeure

conditions, the firm shall submit its representation along with documentary evidence for scrutiny by

the CTB and decision of the CTB in this regard shall be final and binding.

24. Subletting of work : The awardee shall not sublet the work.

25. Jurisdiction : Any dispute or difference, arising under, out of, or about this work order shall be subject

to Exclusive Jurisdiction of the competent court at Raipur (CG) only.

The CTB reserves the right to modify / cancel the whole process or part thereof at any stage of the said

project without assigning any reasons thereof.

Managing Director

Chhattisgrah Tourism Board

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Annexure I Website design & maintenance & Social Media Marketing for Chhattisgarh Tourism Board

COMMERCIAL DETAILS OF BIDDERS.

1. Full Name of the Agency :

2. Address of Head Quarter & Branches :

3. Date of commencement of Business. :

(Kindly attach a self attested certificate of Registration)

4. Telephone No. / Mobile No. :

5. E-mail address. :

6. Name & Address of Proprietor/Authorized Rep. :

7. Names & addresses of partners :

(In case of Partnership Firm)

8. Name & Address of Director :

(In case of Company)

9. Attach proof in respect of relevant items :

It is hereby certified that the information given as above and also elsewhere in the offer are correct to the best of my belief and knowledge. I understand that CTB can take any action against me if any details provided are found to be incorrect.

Details of the E.M.D. :

Amount of EMD (in figures) Rs (in words) Rs.........................

DD No........... Date

Drawn on (Name of Bank)

...Payable at RAIPUR.

Details of the Cost of Tender Document (If tender was downloaded from CTB website) :

Amount of Cost of Tender Document (in figures) Rs (in words) Rs.........................

DD No.......... Date

Drawn on (Name of Bank)

... Payable at RAIPUR.

Signature, Name & Designation

of authorized representative with seal.

Page - 31

Annexure II


List of the documents to be enclosed :

1) PAN Card.

2) Proof regarding office.

3) Proof of commencement of business.

4) Copy of Partnership Deed & Registration in case of Partnership Firm, ROC certificate and

Incorporation Certificate in case of Company.

5) Income Tax Returns of last three years (2010-11, 2011-12, 2012-13)

6) Audited Profit & Loss Accounts & Balance sheets of last three years (2010-11, 2011-12,

2012-13).

7) Copy of Service Tax Registration No.

It is hereby certified that the information given/ documents as mentioned above and also elsewhere

in the offer are correct and true to the best of my belief and knowledge. I understand that Chhattisgarh

Tourism Board can take action against any finding of incorrectness in future appropriately.

( )



Page - 32

Annexure III


Format for Covering Letter to the Proposal submitted by the firms on Applicants Letterhead

To

The Managing Director Chhattisgarh Tourism Board

Paryatan Bhavan, G.E.Road, Raipur-492006

Sub:- Website design & maintenance & Social Media Marketing for Chhattisgarh Tourism Board

Sir,

In response to the notice inviting tender, dated __________ by CTB, we offer our proposal in response to bid.

In the capacity of the Applicant for the Works/ services, we declare that we are willing to carry out the work/ services (as mentioned in the invitation) intended to be outsourced, should the CTB select us for this purpose.

We are submitting this PROPOSAL on our own. If selected, we understand that it would be on the basis of the organizational, technical, financial capabilities and experience as specified in the enquiry. We understand that the basis for our qualification will be our PROPOSAL, and that any circumstance affecting our continued eligibility under the inquiry, or any circumstance which would lead or have led to our disqualification under the inquiry, shall result in our disqualification under this process.

We understand that you are not bound to accept any or all PROPOSALS you receive.

We declare that we have neither entered into nor are party to (whether by conduct or by acquiescence) any restrictive trade practice or sub-contracting arrangement or collective arrangement with any other person or entity including the other Applicants for the Project, in connection with the preparation and/or submission of our PROPOSAL for the Work, or preparation of the bidding documents.

We declare that we are not facing any enquiry or investigation under Prevention of Corruption Act in India or similar enactment in any other country.

We undertake that, in competing for (and, if we are selected, in executing) the Works/ services, we will strictly observe the laws against fraud and corruption in force in India namely Prevention of Corruption Act 1988.

We acknowledge and understand that in the event that the CTB discovers anything contrary to our above declarations it is empowered to forthwith disqualify us and our PROPOSAL from further participation in the process.

Yours faithfully,

( )



Page - 33

PART - II


FINANCIAL BID

Charges per month

(Inclusive of Taxes, Duties, etc.) Rs. (in figures)......................................

Rs. (in words)........................................

Charges for 12 month

(Inclusive of Taxes, Duties, etc.) Rs. (in figures)......................................

Rs. (in words)........................................

Total Amount payable for 3 years Rs. (in figures)......................................

Rs. (in words)........................................

( )



Tender-2014-EOI for Website & Social Media-26022014_0

Documents

tender document

pm date

managing director

website social media

technical bids

website design maintenance

marketing section

technical expertise