REF: GM (P)/Humsafar (Brand)/20 INVITATION OF TENDERS AND … · · 2 days agoINVITATION OF...

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REF: GM (P)/Humsafar (Brand)/20

INVITATION OF TENDERS AND INSTRUCTIONS TO BIDDERS (MUST READ CAREFULLY)

M/s ___________________________

_______________________________

Subject: Requirement of Designing, Content Writing, Editorial, Printing & Revenue Generation

for PIA Humsafar Magazine

Dear Sir,

We are pleased to invite your sealed tenders for the designing, content writing, editorial, Printing, & Revenue Generation of PIA Humsafar Magazine. The terms & conditions of the tender are as follows:

SUBMISSION OF TENDER

1. You are required to send your sealed tenders In “Single Stage Two Sealed Envelope Basis” addressed to General Manager Procurement, Supply Chain Management Department (Store) Building, PIAC Head Office, JIAP Karachi-75200 latest by 29-06-2020 by 1030hrs. The tenders may be dropped in the tender box marked as “Tender Box Commercial Purchases” placed at the entrance of the Supply Chain Management Building latest by 10:30 hours on the specified date & time. You may also send your tenders through registered A/D, which must reach before the closing date and time mentioned above. Tenders will be opened at 11:00 hours the same day in the presence of bidders.

2. Tenders must be in two separate sealed envelopes;

(Technical Proposal) with Tender Reference Number on top right corner (Financial Proposal) with Tender Reference Number on top right corner

The Technical Proposal & Financial Proposal shall clearly be mentioned on envelopes with tender reference no on Top Right Corner of each Envelope. Both Technical & Financial Proposals should be sealed with Scotch Tape.

3. Tenders received after stipulated date & time shall not be considered. The corporation will not be responsible for any postal delays. The decision of General Manager Procurement in this respect shall be final and binding.

4. Bidder is required to submit a Pay Order of PKR 3,000/- (non-refundable). The pay order shall be in the name of Pakistan International Airlines as Tender Fees and shall be enclosed with Technical Proposal. (Local Bidders)

5. Documents sent by email will not be accepted. 6. Applicant failing to provide the requested information will be disregarded. 7. PIA reserves the right to disqualify any application at any stage of tender, if it is found that

vendor involved in activity or action that do not confirm the policy of the corporation.


EARNEST MONEY (Local Bidders) The Tender should be accompanied by a Pay Order amount PKR 1,000,000 [from any scheduled bank] must be payable at Karachi Pakistan in lieu thereof in the name of M/S PAKISTAN INTERNATIONAL AIRLINES as interest free Earnest Money (Refundable) with the Financial Proposals. Earnest Money in any other shape shall not be accepted. Earnest / Security Money deposited against a running contract (s) purchase orders(s) shall not be transferable as earnest money for any other tender. All tenders without Earnest Money shall not be considered.

SECURITY DEPOSIT The successful bidders upon award of Contract / Purchase Order will be required to furnish in the amount equivalent to PKR 2,000,000 as interest free Security deposit in shape of Pay Order of an equivalent amount. The Earnest Money already held can be converted into Security Deposit and balance amount if any shall be deposited as above. PREPARATION OF TENDER Tender will be opened on “Single Stage Two Sealed Envelopes” basis. All bidders must submit two sealed envelopes marked “Technical proposal and Financial Proposal” on specified tender opening date/time. Technical Proposal will be opened on same date, whereas Financial Proposal will remain sealed till the evaluation carried out by PIA Management. Financial Proposal of only those bidders will be opened whose technical proposal found acceptable. Technical Proposal shall contain following documents:

1. Tender Fees Pay Order of PKR 3, 000/- (Non-Refundable). (On back side of Pay Order Vendor must write company name/stamp, Tender Ref. No, date & Pay Order for Tender Fee).

2. Copy of GST & NTN certificate. 3. Company Profile, Cliental List, Financial Statements/Bank Statements, Personal Details &

any other document required to support technical proposal or required in this tender document. (Further details can be found in Annexure – A)

Financial Proposal shall contain following documents.

1. Tender Schedule –“Annexure - B” Complete Form {All pages} duly filled in, signed & stamped every page.

2. Pay Order amounting PKR 1,000,000 [from any scheduled bank] for Earnest Money (Refundable/Interest Free). (On back side of Pay Order Vendor must write company name/stamp, Tender Ref. No, date).

Note:

The "Financial Proposal" shall be shown to bidder but will be retained by PIA without being opened until completion of technical evaluation of bidders.

Financial Proposal of only Technical Qualified Bidders will be opened, on time, date & venue to be communicated by PIA to the bidders in advance.

Tender to be allotted to the bidder, who is technical qualified and financially lowest.


PRICES 1. The price shall be quoted against complete scope of services such as Content

Writing/Collection, Designing, Printing, and Supply of 15,000 Copies after every two months of Humsafar magazine. The scope of services shall also include pitching advertisers for advertisement in magazine and collection of advertisement amount. For further details please refer TOR's attached in following pages.

2. The Prices quoted must be net as per accounting unit as shown in the Schedule to tender inclusive of all duties / taxes, packing and delivery charges for free delivery to Local Receipt Section Supply Chain Management Building PIA Karachi Airport. However, if GST is applicable, same should be shown separately.

3. The Prices mentioned in the tender will be treated as firm till the completion of Purchase Order / Contract.

4. The Prices must be stated for each item separately both in words and figures in Pakistani Currency.

5. Offers must be valid for 120 days. 6. Rates must be written on PIA prescribed form.

7. For foreign bidders rates will be converted into local currency at the date of financial opening & will be locked till completion of P.O supplies.

DURATION OF CONTRACT: The period of contract will be 03 years subject to satisfactory performance after completion of each year. ACCEPTANCE OF TENDER PIA does not pledge itself to accept the lowest tender and reserve the right to accept or reject any or all tenders / quotations, divide business among more than one supplier or accept the tenders at rates on lowest individual items or extend the date of opening / cancel as per PPRA Rules. Yours Truly General Manager Procurement Supply Chain Management Department Tel: 021-99043081, 99044423 Email: [email protected] or [email protected]

mailto:[email protected]


TERMS OF REFERENCE (TOR's)

Introduction

Humsafar magazine is one of the widely recognized and highly acknowledged magazine of

aviation industry. It is inflight magazine and introduced for the first time in 1980.

PIA invites the interested vendors for Designing, Content Writing, Editorial, Printing, Revenue

Generation & Revenue Collection for Humsafar Magazine.

Scope of Work

The scope of work of vendor will include:

1. Developing Table of Contents

1. Bilingual Content (English & Urdu)

2. Photography

3. Interviews

4. Designing & Layout

5. Proof-reading

6. Printing and supply of 15,000 copies (every two month).

7. Pitching prospect advertisers for advertisements in magazine and collecting

advertisement amounts from the advertisers.

Selection Procedure:

1. Submission of application on specified with all necessary documents as required.

2. Opening of Technical Proposal on date and time as mentioned.

3. Evaluation of Technical Proposal as per criteria specified in the document.

4. Opening of Financial Proposal of Technical Qualified Vendors.

5. Issuance of Letter of Intent to technically qualified and financially lowest vendor.

6. Signing of Formal Contract

Requirements of applicants:

1. The bidder must be GST & NTN registered.

2. The bidder must have publishing experience, well recognized clientele list, strong

financial position and well experienced human resource.

Evaluation Criteria:

All applications will be evaluated as per the Evaluation Criteria in following categories:

Relevant Experience 20 marks


Magazine Portfolio 20 marks

Personnel Experience and Qualification 20 Marks

Financial Health 10 marks

Litigation History 05 marks

Presentation 25 Marks

Total Marks 100 Marks

Qualifying Marks: 75 Marks

Note:

All documents required for below mentioned evaluation need to be enclosed with Technical Proposal. Marks shall not awarded if required documents not submitted with Technical Proposal.

Experience, Magazine Portfolio, Personnel Experience & Financial Worth of Sister Company or Subsidiary Company or Parent Company shall not be considered for award of marks.

1. Experience (Marks Allocated 20)

Experience certificate mentioning the number of years of experience shall be provided by the participant on its Company Letter Head.

Experience shall be counted from the date of registration of company i.e. Incorporation Certificate Date or NTN Registration Date or GST Registration Date (whichever is earlier).

Participant shall need to enclose Registration Certificate or Incorporation Certificate or NTN Certificate or GST Certificate with Technical Proposal to earn marks in this category.

2 marks will be allocated to each year of experience up to 20 marks maximum.

2. Magazine’s portfolio (Marks Allocated 20)

Participant is required to provide portfolio of magazine produced by his firm in last 10 years on Company Letter Head.

Participant is required to provide copies of at least 07 (seven) different magazines produced by his firm to earn maximum marks. Marks shall not awarded if copies of magazines not provided with Technical Proposal.

02 marks will be allocated to each copy of magazine up to maximum 14 marks if seven copies of different magazines will be provided (enclosed with technical proposal).

06 marks will be awarded in addition to above 14 Marks, if participant has experience of publishing in-flight magazine. A copy of in-flight magazine produced by firm shall need to be provided with Technical Proposal to earn 06 additional marks.

3. Personnel Experience Qualification (Marks allocated 20)

Participant is required to provide List of employees working in his firm on Company Letter Head. The list also contain information i.e. Type of Employment, Years of Experience & Area of Expertise of employee.

02 marks will be allocated to each employee up to maximum 20 marks if employees has: o 05 Years of Experience o Area of Expertise is in Content Development, Editorial, Concept


Development, Creative Development, Editorial Development or Client Services.

Employment Card or CNIC’s of employees meeting above mentioning criteria shall be enclosed with Technical Proposal to earn marks in this category. Marks will only be awarded if Employment Cards or CNIC’s of employees meeting criteria provided. Please note 02 marks shall be awarded to each employee having 05 Years of Experience in specified area of expertise.

4. Financial worth (Marks allocated 10)

The financial worth of the company shall be measured on the basis of Net Revenue of the Company.

Company is required to provide documents of Income Tax Returns filed with FBR for the year 2018 –19.

Net revenue will be calculated from the documents submitted with FBR for Income Tax Returns for the year 2018 -19.

01 Mark will be allocated to each 02 Million of Net Revenue up to maximum 10 marks. Note: Marks will only be awarded if Income Tax Returns Documents for year 2018-19 filled with FBR will be provided with Technical Proposal.

5. Litigation History (Marks allocated 05)

Participant will be evaluated on the basis of its litigation history with any entity current or pending.

Participant is required to provide litigation details if any on its Company Letter Head. Non-submission of such letter with Technical Proposal shall understand as non- litigation history of participant with any party (current or pending).

In case of concealment of litigation information by the participant (pending or current), PIA shall have the right to disqualify the participant for further tendering process or terminate the contract at any stage.

One mark will be deducted up to maximum 05 marks for any current or historical litigation with any entity.

6. Presentation (Marks allocated 25)

The participant shall be required to deliver a presentation before team of PIA for securing above mentioned marks.

The presentation of the participant will be covering following areas: o Proposed New Theme of Magazine o Proposed New Layout, Formatting, Typography of Magazine o Proposed New Cover Page Layout o Proposed New Revenue Enhancement Strategy of Magazine o Proposed Creative Ideas for making magazine more interesting for readers

Participant will be evaluation on the basis of presentation. Maximum 25 marks will be awarded to the best presenters/presentation.


Magazine Requirements

Magazine will be published on bi-monthly basis having total 6 issues per year.

The preferred content linguistic distribution will be 60% English and 40% Urdu. It

may vary as per recommendations of PIA.

The magazine will be comprised of minimum 68 pages to maximum 76 pages plus a

cover page.

The size of the magazine will be such as width 8.5 inches & height 11 inches tied

with gum & saddle as per requirements of PIA.

The magazine will be printed in 4 + 4 color printing.

The inside pages will be 110 GSM Art Paper and cover page will be 250 GSM Art

Paper with glossy lamination and Spot UV, where required. PIA will select and

finalize the appropriate sample of the paper.

Acceptance of supplies of the magazine is subject to quality inspection by PIA at the

time of receiving of the magazines.

Magazine Timelines

Magazine will be produced as per the following timelines:

Description Timeline

Table of Content with brief 03 Days

Content creation and pictures 10 Days

Final Creative Designs and Proof Reading 10 Days

Preparation of Dummy by the Printer 03 Days

Magazine Dummy approval by PIA 5 Days

Printing 14 Days

Delivery 1 Day

Total Days 46 Days

Content Drafting & Gathering of Data

a. The successful participant will provide annual content calendar of subsequent six issues

of the magazine. Any changes in annual contents colander are subject to approval of

PIA.

b. The tone of voice of the magazine shall be as per recommendations of PIA.

c. The topics to be included in magazine shall portray a positive image of PIA & Pakistan,

and shall also revolve around interests of PIA Passenger’s.

d. The successful bidder will be responsible for gathering of articles from renowned &

professional writers/book publishers.


e. Every issue of magazine shall include 2 articles on National & International destinations-

online or offline stations of PIA i.e. one destination shall be covered in Urdu language &

one destination shall be covered in English Language or as mutually agreed upon.

f. PIA employees will also be allowed to share their articles in the Magazine if its quality

meets the standards of the magazine.

g. The magazine should highlight innovative development of people in multiple sectors

across the globe. It may also include interviews of personalities (Questionnaire for

interview is subject to acceptance of PIA).

h. The successful bidder will ensure that the write-ups and images selected for Humsafar

magazine must have proper licensing rights for publication. Images should not be flicked

from web. PIA has be right to reject any image if found below standards or low category.

i. The successful bidder will not place any free of cost branded article in the magazine

without prior approval of the PIA. Branded articles will be charged 100% ordinary page

rate.

j. The successful bidder will ensure all content developed and gathered are within the

stipulated time and in accordance with the parameters of this agreement.

k. The final dummy of each issue is subject to prior approval of PIA. Successful bidder shall

not initiate printing of copies till final dummy approved by PIA.

Content Composition

a. The successful bidder will carry out proper composition of English & Urdu in order to

maintain accepted grid and layout of the magazine.

b. The content may also include articles on Literature, Educational Institution, Science &

technology, Culture, heritage & history, Sports, Showbiz & Entertainment, Book reviews

and Personality.

c. The successful bidder shall follow positive tone in the magazine. Words having

ambiguous meaning or negative connotation shall be discouraged to use in the

magazine.

Cover Page and Cover Story Design

a. The successful bidder is required to provide at least three options for cover page of each

issue. The successful bidder will send soft image of options to PIA. PIA will be at

discretion to select any option or advice successful bidder to submit more options (soft

images).

b. The successful bidder shall not be allowed to change the selected option (for cover

page) unless agreed in writing by PIA.

c. Title page space shall not be sold to any brand without prior approval of PIA. The title

cover layout shall be as per recommendations of PIA.

d. The Title Page shall be in coherence with the contents of the issue.


Inside Page Layouts & Formatting

a. The successful bidder shall be required to develop articles for the magazine. The pictures

used for articles shall be complementing articles/contents i.e. shall be reasonably

coherent and relevant.

b. The grid and design of the inside pages shall be as per recommendation of PIA. The grid

and design may be upgraded to latest international standard but prior to approval of

PIA.

c. The details of typography used in formatting of magazine shall be shared with PIA. The

details of typography may include font name, font size, font color, paragraph spacing or

any other relevant detail.

Proofing and Language Check

a. The successful bidder shall ensure consistent tone in the magazine as per

recommendations.

b. The successful bidder shall engage specialized human resources for editing and proof

reading of magazine to ensure submission of error free draft copy of magazine.

c. The successful bidder shall be responsible of correct grammar, spelling & tenses used in

the magazine.

d. The successful bidder shall not use copywrite/pirated pictures/articles.

Final Dummy and Printing Proof

a. The Final Dummy of magazine (for printing) will encompass the following aspects:

i. Complete design of the magazine

ii. Picture quality

iii. Contents placement and accuracy

iv. Tone and quality of Voice

v. Advertisers and advertisement

vi. Total No. of pages and size

b. The successful bidder shall make sure that printed copies of approved dummy shall be of

same design and size as approved by PIA. Any deviation to same due to any reason shall

be approved by PIA. The deviated shipment shall not be accepted unless approval of PIA

is obtained.

c. The successful bidder is also recommended that first printed copy of approved dummy

shall also be shared with PIA for quality acceptance, prior to printing of entire shipment.

d. The successful bidder will make sure that all printed copies of magazine shall be of same

standards, size and quality. Sub-standard printed copies shall not be acceptable.


Delivery & Shipment of Magazine

a. The successful bidder will deliver printed copies of the magazine to Local Receipt Section,

PIA Supply Chain Management Department near PIA Head Office, Karachi.

b. The successful bidder will deliver magazines as per schedule quantity & date provided by

PIA. The shipment shall be in a pack of 50 magazines in each bundle. The PIA may advise

to ship 15,000 copies in one go or may demand for scattered delivery.

c. The successful bidder can keep 100 copies of each issue for pitching and promotion of

the magazine in the market.

Production of Digital Magazine

a. The successful bidder will provide the digital copy of the magazine to PIA in RGB Format

for online viewing at least 2 days before physical delivery of the printed copies.

b. The format shall preferably be in Digital Book Form, PDF Format (not more than 10 MB’s

in size) for PIA Website and in-flight entertainment system.

Quality, Penalty & Termination of Contract

a. The successful bidder shall make sure that magazine is published as per guidelines of

contract and has incorporated all alteration advised by PIA.

b. If successful bidder default to meet the printing quality or delivery schedule in same

issue:

a. Penalty of PKR 50,000 will be imposed on the first default.

b. Penalty of PKR 100,000 will be imposed on second default.

c. PIA reserves the right to terminate the contract and confiscate the security

deposit on 3rd default.

c. PIA reserves the right to cover the damages, losses and/or penalties or any other

outstanding amount from the Producer, from other lawful recourse, in addition to

Security Deposit.

d. Security deposit

Before the execution of this contract, the Producer shall deposit PKR 2,000,000 as

interest free security deposit with the Authorized Office of PIA. PIA shall have the right to

recover/adjust all liabilities of the Producer from the amount of security deposit

furnished/deposited by the Producer. The Interest Free Security Deposit shall remain

with PIA after three months of the expiry/termination of Agreement and the same will

be refunded to the Producer after deduction of all the outstanding amounts and/or dues

recoverable from the Producer in relations to, arising out of and/or connected with this

agreement. In addition, PIA shall always be entitled to recover any amount through

different modes and methods provided under the applicable laws in addition to Security

Deposit.

e. The successful bidder shall be required to share advertisement status report to PIA after

delivery of magazine shipment to PIA.


Promotion of Humsafar

a. The successful bidder shall require to provide proposed annual promotional plan of

magazine to PIA.

b. The proposed plan may include promotional activities planned by successful bidder for

promotion of magazine in the market.

c. The revenue generated from advertisements in magazine can be utilized for promotional

activities of the magazine but subject to approval of PIA. Successful bidder shall not use

revenue generated from advertisements in magazine on its own.

Billing & payment

a. The successful bidder will raise invoice for printing of magazine on agreed rates as

mentioned in subsequent pages for each issue after delivery of the magazine in PIA.

b. PIA will make the payment to the successful bidder in 30 days of the date of receiving of

shipment.

Advertisement in the Magazine

a. The successful bidder will be responsible for collection/recovery of the advertisement

amount from advertiser. The share advertisement revenue will be as follow:

i. 70% share of total advertisement revenue will goes to PIA

ii. 30% share of total advertisement revenue will goes to successful bidder

b. The successful bidder shall deposit PIA share of advertisement revenue in PIA accounts

within 90 days of publication of magazine.

c. The tariff/rate for advertisement in magazine will be provided by PIA. However, to

achieve market competency and improvement in revenue same can be discussed with

successful bidder for enrichment.

d. PIA shall have the right to offer discount or FOC advertisement/branded articles in

magazine as per following details:

i. DGM Brand Management shall have the authority to approve25% discount.

ii. GM Brand Management shall have the authority to approve 50% discount.

iii. Chief Commercial Officer shall have the authority to approve 75% discount.

iv. Chief Executive Officer shall have the authority to approve 100% discount.

e. The successful bidder will share Release Order Details with PIA.

a. The advertisements placed in web edition of magazine only shall be priced at web edition tariff/rate. The tariff of web edition will be mutually decided with successful bidder. The final tariff shall be as such provided by PIA for web edition advertisement. Note: The web edition tariff will be applicable on advertisement placed exclusively in web edition. All advertisement placed in printed edition of magazine will not be charged separately for web edition.

b. The successful bidder shall not be allowed to publish advertisement in magazine on discounted or FOC rates without approval of PIA.

c. Advertisement in magazine shall be placed on first come first serve basis. Advertisement

shall not be placed on verbal commitments.


d. PIA shall be entitled to collect its complete share of amount on account of advertisement

revenue of the magazine in specified time. PIA shall not responsible for any

advertisement amount not collected by the successful bidder due to any reason.

e. The successful bidder shall ensure not to advertise advertisement of any company/client

which is blacklisted, suspended, involved in fraudulent practices or illegal activity.

f. The successful bidder shall prohibit placement of advertisements considered unethical,

anti-health & anti-cultural.

g. If successful bidder fails to bring advertisement for pages i.e. back page, inside front &

back inside, the FOC advertisement of PIA shall be placed on mentioned pages.

h. All the advertisements in the magazine are subject to acceptance of PIA.

Note: PIA reserves the right to reject or cancel any advertisement that does not

complement the profile of the magazine.

i. Following advertisement/articles are prohibited for advertisement in the magazine: i. Alcohol ii. Tobacco iii. Political leaning iv. Direct competing airlines v. Malign/damaging image of PIA or Pakistan

j. The advertisement less than full page shall not be allowed to publish in the magazine.

k. PIA shall have the right to deduct the outstanding advertisement amount from the pending bills of successful bidder, in case if outstanding advertisement amount not been deposited by successful in 90 days from publication date of magazine.

l. PIA & successful bidder will not be liable for any failure or delay in printing, publishing or circulating copies of the Magazine wherein advertising has been placed that is caused by or arising from an act of God, accident, fire, strike, terrorism or any other occurrence beyond control.


Annexure - A

Technical Evaluation Form (Supply of Humsafar Magazine)

Bidder’s Name : _____________________________________________

Documents Check Sheet:

Any other Detail: ____________________________________________________________

Signature of bidders ____________________________________________________________

Name ____________________________________________________________

Phone/contact: ____________________________________________________________

Sr.No Criteria Total Remarks

1 Experience

2 Magazine portfolio

3 Personnel Qualification & Experience

4 Financial Worth

5 Litigation History

6 Presentation To be award by PIA

S. No Document Yes No Remarks

Technical Proposal

1 Filled Technical Evaluation Form (Annexure - A)

2 Pay Order PKR 3,000 (Tender Fees)

3 Registration Certificate i.e. Incorporation Certificate/ NTN Certificate/GST Certificate (All or Any)

4 Years of Experience on Company Letter Head

5 Portfolio of Magazines on Company Letter Head

6 Copy/copies of Magazine published by bidder

7 Copy/copies of In-flight Magazine published by bidder

8 List of employees with required details on Company Letter Head

9 Employment Cards or CNIC’s of Employees

10 Income Tax Returns filled with FBR for the Year 2018 – 19

11 Litigation History on Company Letter Head

Signed and sealed this tender document except Annexure – B (as Annexure – B is part of Financial Proposal and shall be strictly enclosed with Financial Proposal Only)

12 Any other document find relevant by bidder to include in Technical Proposal

Financial Proposal

11 Annexure - B (sealed)

12 Earnest money Pay-order PKR.1,000,000


Annexure - B

FINANCIAL PROPOSAL

Year Description Unit Quantity (Copies) Quoted Rate per Magazine

(PKR)

Total (Quantity x Rate)

Year 01

Humsafar Magazine

Each 72,000

Year 02 Each 72,000

Year 03 Each 72,000

Taxes(if any) PKR

Total Amount (PKR)

The taxes/levies shall be applicable as per prevailing Govt. of Pakistan/ Provisional Govt/Local

Govt. Rules/impositions.

Note: All bidders are required to quote a single rate which shall cover the cost of designing,

content writing, editorial, and printing..

Quantity15% -+

Any other Detail: ___________________________________________________________________

Signature of bidders_________________________________________________________________

Name _____________________________________________________________________________

Phone/contact: _____________________________________________________________________


Draft Agreement

Designing, Content Writing, Editorial, Printing & Revenue Generation of Humsafar Magazine

This Agreement ___________________________ made as of _____________________at Karachi.

Between M/s Pakistan International Airlines Corporation Limited (PIACL) having its registered office at the PIACL Head Office Airport, Karachi, Pakistan herewith referred to as “Publisher” or “PIA” on the one part.

And M/s (Name of Successful Bidder), herewith referred to as “Producer”.

The PIA and the Partner may individually be referred to as a “Party” and collectively be referred to as “Parties” respectively as the context of this agreement requires.

The Producer has agreed to supply PIA Humsafar In-flight Magazine as per terms of this agreement.

Terms and Conditions

Magazine Requirements

Magazine shall be published on bi-monthly basis having total 6 issues per year.

The preferred content linguistic distribution will be 60% English and 40% Urdu. It

may vary as per recommendations of PIA.

The magazine will be comprised of minimum 68 pages to maximum 76 pages plus a

cover page.

The size of the magazine will be such as width 8.5 inches & height 11 inches tied

with gum & saddle as per requirements of PIA.

The magazine will be printed in 4 + 4 color printing.

The inside pages will be 110 GSM Art Paper and cover page will be 250 GSM Art

Paper with glossy lamination and Spot UV, where required. PIA will select and

finalize the appropriate sample of the paper.

Acceptance of supplies of the magazine is subject to quality inspection by PIA at the

time of receiving of the magazines.


Magazine Timelines

Magazine will be produced as per the following timelines:

Description Timeline

Table of Content with brief 03 Days

Content creation and pictures 10 Days

Final Creative Designs and Proof Reading 10 Days

Preparation of Dummy by the Printer 03 Days

Magazine Dummy approval by PIA 5 Days

Printing 14 Days

Delivery 1 Day

Total Days 46 Days

Content Drafting & Gathering of Data

l. The successful participant will provide annual content calendar of subsequent six issues

of the magazine. Any changes in annual contents colander are subject to approval of

PIA.

m. The tone of voice of the magazine shall be as per recommendations of PIA.

n. The topics to be included in magazine shall portray a positive image of PIA & Pakistan,

and shall also revolve around interests of PIA Passenger’s.

o. The successful bidder will be responsible for gathering of articles from renowned &

professional writers/book publishers.

p. Every issue of magazine shall include 2 articles on National & International destinations-

online or offline stations of PIA i.e. one destination shall be covered in Urdu language &

one destination shall be covered in English Language or as mutually agreed upon.

q. PIA employees will also be allowed to share their articles in the Magazine if its quality

meets the standards of the magazine.

r. The magazine should highlight innovative development of people in multiple sectors

across the globe. It may also include interviews of personalities (Questionnaire for

interview is subject to acceptance of PIA).

s. The successful bidder will ensure that the write-ups and images selected for Humsafar

magazine must have proper licensing rights for publication. Images should not be flicked

from web. PIA has be right to reject any image if found below standards or low category.

t. The successful bidder will not place any free of cost branded article in the magazine

without prior approval of the PIA. Branded articles will be charged 100% ordinary page

rate.

u. The successful bidder will ensure all content developed and gathered are within the

stipulated time and in accordance with the parameters of this agreement.

v. The final dummy of each issue is subject to prior approval of PIA. Successful bidder shall

not initiate printing of copies till final dummy approved by PIA.


Content Composition

d. The successful bidder will carry out proper composition of English & Urdu in order to

maintain accepted grid and layout of the magazine.

e. The content may also include articles on Literature, Educational Institution, Science &

technology, Culture, heritage & history, Sports, Showbiz & Entertainment, Book reviews

and Personality.

f. The successful bidder shall follow positive tone in the magazine. Words having

ambiguous meaning or negative connotation shall be discouraged to use in the

magazine.

Cover Page and Cover Story Design

e. The successful bidder is required to provide at least three options for cover page of each

issue. The successful bidder will send soft image of options to PIA. PIA will be at

discretion to select any option or advice successful bidder to submit more options (soft

images).

f. The successful bidder shall not be allowed to change the selected option (for cover

page) unless agreed in writing by PIA.

g. Title page space shall not be sold to any brand without prior approval of PIA. The title

cover layout shall be as per recommendations of PIA.

h. The Title Page shall be in coherence with the contents of the issue.

Inside Page Layouts & Formatting

d. The successful bidder shall be required to develop articles for the magazine. The pictures

used for articles shall be complementing articles/contents i.e. shall be reasonably

coherent and relevant.

e. The grid and design of the inside pages shall be as per recommendation of PIA. The grid

and design may be upgraded to latest international standard but prior to approval of

PIA.

f. The details of typography used in formatting of magazine shall be shared with PIA. The

details of typography may include font name, font size, font color, paragraph spacing or

any other relevant detail.

Proofing and Language Check

e. The successful bidder shall ensure consistent tone in the magazine as per

recommendations.

f. The successful bidder shall engage specialized human resources for editing and proof

reading of magazine to ensure submission of error free draft copy of magazine.

g. The successful bidder shall be responsible of correct grammar, spelling & tenses used in

the magazine.

h. The successful bidder shall not use copywrite/pirated pictures/articles.


Final Dummy and Printing Proof

e. The Final Dummy of magazine (for printing) will encompass the following aspects:

vii. Complete design of the magazine

viii. Picture quality

ix. Contents placement and accuracy

x. Tone and quality of Voice

xi. Advertisers and advertisement

xii. Total No. of pages and size

f. The successful bidder shall make sure that printed copies of approved dummy shall be of

same design and size as approved by PIA. Any deviation to same due to any reason shall

be approved by PIA. The deviated shipment shall not be accepted unless approval of PIA

is obtained.

g. The successful bidder is also recommended that first printed copy of approved dummy

shall also be shared with PIA for quality acceptance, prior to printing of entire shipment.

h. The successful bidder will make sure that all printed copies of magazine shall be of same

standards, size and quality. Sub-standard printed copies shall not be acceptable.

Delivery & Shipment of Magazine

d. The successful bidder will deliver printed copies of the magazine to Local Receipt Section,

PIA Supply Chain Management Department near PIA Head Office, Karachi.

e. The successful bidder will deliver magazines as per schedule quantity & date provided by

PIA. The shipment shall be in a pack of 50 magazines in each bundle. The PIA may advise

to ship 15,000 copies in one go or may demand for scattered delivery.

f. The successful bidder can keep 100 copies of each issue for pitching and promotion of

the magazine in the market.

Production of Digital Magazine

c. The successful bidder will provide the digital copy of the magazine to PIA in RGB Format

for online viewing at least 2 days before physical delivery of the printed copies.

d. The format shall preferably be in Digital Book Form, PDF Format (not more than 10 MB’s

in size) for PIA Website and in-flight entertainment system.

Quality, Penalty & Termination of Contract

f. The successful bidder shall make sure that magazine is published as per guidelines of

contract and has incorporated all alteration advised by PIA.

g. If successful bidder default to meet the printing quality or delivery schedule in same

issue:

a. Penalty of PKR 50,000 will be imposed on the first default.

b. Penalty of PKR 100,000 will be imposed on second default.

c. PIA reserves the right to terminate the contract and confiscate the security

deposit on 3rd default.


h. PIA reserves the right to cover the damages, losses and/or penalties or any other

outstanding amount from the Producer, from other lawful recourse, in addition to

Security Deposit.

i. Security deposit

Before the execution of this contract, the Producer shall deposit PKR 2,000,000 as

interest free security deposit with the Authorized Office of PIA. PIA shall have the right to

recover/adjust all liabilities of the Producer from the amount of security deposit

furnished/deposited by the Producer. The Interest Free Security Deposit shall remain

with PIA after three months of the expiry/termination of Agreement and the same will

be refunded to the Producer after deduction of all the outstanding amounts and/or dues

recoverable from the Producer in relations to, arising out of and/or connected with this

agreement. In addition, PIA shall always be entitled to recover any amount through

different modes and methods provided under the applicable laws in addition to Security

Deposit.

j. The successful bidder shall be required to share advertisement status report to PIA after

delivery of magazine shipment to PIA.

Promotion of Humsafar

d. The successful bidder shall require to provide proposed annual promotional plan of

magazine to PIA.

e. The proposed plan may include promotional activities planned by successful bidder for

promotion of magazine in the market.

f. The revenue generated from advertisements in magazine can be utilized for promotional

activities of the magazine but subject to approval of PIA. Successful bidder shall not use

revenue generated from advertisements in magazine on its own.

Billing & payment

c. The successful bidder will raise invoice for printing of magazine on agreed rates as

mentioned in subsequent pages for each issue after delivery of the magazine in PIA.

d. PIA will make the payment to the successful bidder in 30 days of the date of receiving of

shipment.

Advertisement in the Magazine

a. The successful bidder will be responsible for collection/recovery of the advertisement

amount from advertiser. The share advertisement revenue will be as follow:

i. 70% share of total advertisement revenue will goes to PIA

ii. 30% share of total advertisement revenue will goes to successful bidder

b. The successful bidder shall deposit PIA share of advertisement revenue in PIA accounts

within 90 days of publication of magazine.

c. The tariff/rate for advertisement in magazine will be provided by PIA. However, to

achieve market competency and improvement in revenue same can be discussed with

successful bidder for enrichment.


d. PIA shall have the right to offer discount or FOC advertisement/branded articles in

magazine as per following details:

i. DGM Brand Management shall have the authority to approve25% discount.

ii. GM Brand Management shall have the authority to approve 50% discount.

iii. Chief Commercial Officer shall have the authority to approve 75% discount.

iv. Chief Executive Officer shall have the authority to approve 100% discount.

e. The successful bidder will share Release Order Details with PIA.

m. The advertisements placed in web edition of magazine only shall be priced at web edition tariff/rate. The tariff of web edition will be mutually decided with successful bidder. The final tariff shall be as such provided by PIA for web edition advertisement. Note: The web edition tariff will be applicable on advertisement placed exclusively in web edition. All advertisement placed in printed edition of magazine will not be charged separately for web edition.

n. The successful bidder shall not be allowed to publish advertisement in magazine on discounted or FOC rates without approval of PIA.

o. Advertisement in magazine shall be placed on first come first serve basis. Advertisement

shall not be placed on verbal commitments.

p. PIA shall be entitled to collect its complete share of amount on account of advertisement

revenue of the magazine in specified time. PIA shall not responsible for any

advertisement amount not collected by the successful bidder due to any reason.

q. The successful bidder shall ensure not to advertise advertisement of any company/client

which is blacklisted, suspended, involved in fraudulent practices or illegal activity.

r. The successful bidder shall prohibit placement of advertisements considered unethical,

anti-health & anti-cultural.

s. If successful bidder fails to bring advertisement for pages i.e. back page, inside front &

back inside, the FOC advertisement of PIA shall be placed on mentioned pages.

t. All the advertisements in the magazine are subject to acceptance of PIA.

Note: PIA reserves the right to reject or cancel any advertisement that does not

complement the profile of the magazine.

u. Following advertisement/articles are prohibited for advertisement in the magazine: i. Alcohol ii. Tobacco iii. Political leaning iv. Direct competing airlines v. Malign/damaging image of PIA or Pakistan

v. The advertisement less than full page shall not be allowed to publish in the magazine.

w. PIA shall have the right to deduct the outstanding advertisement amount from the pending bills of successful bidder, in case if outstanding advertisement amount not been deposited by successful in 90 days from publication date of magazine.

x. PIA & successful bidder will not be liable for any failure or delay in printing, publishing or circulating copies of the Magazine wherein advertising has been placed that is caused by or arising from an act of God, accident, fire, strike, terrorism or any other occurrence beyond control.


Financial Proposal

Year Description Unit Quantity (Copies) Quoted Rate per Magazine

(PKR)

Total (Quantity x Rate)

Year 01

Humsafar Magazine

Each 72,000

Year 02 Each 72,000

Year 03 Each 72,000

Total Amount (PKR)

The taxes/levies shall be applicable as per prevailing Govt. of Pakistan/ Provisional Govt/Local

Govt. Rules/impositions.

Exclusivity Clause

a. It is stipulated that The Producer, shall have exclusive right to produce the

Humsafar magazine for the duration of this agreement.

b. Further to this, Producer has the exclusive rights to solicit the advertisers for ads,

collect the ads and payments from the advertisers exclusively for the Humsafar

magazine during the tenure of this agreement with complete information to the

Publisher.

Governing Law

a. The parties shall submit to the exclusive jurisdiction of the courts at Karachi.

b. This agreement shall be governed by the law of Islamic Republic of Pakistan.

Claims, Disputes & Arbitration

a. All claims and disputes between the parties hereto arising out of or in connection

with this agreement shall be discussed by the parties in an effort to amicably

resolve the same through conciliation.

b. If at any time any question, dispute or difference may arise between both the

parties under this Agreement, either party may as reasonable, give to the other

Notice in writing of the existence of such question, dispute or difference,

specifying its nature and the point at issue, for conciliation failing which the

matter shall be referred to a single arbitrator nominated by the consent of the

parties in accordance with the provision of Arbitration Act of 1940 or any

statutory modification or re-enactment thereof for the time being in force or the

seat of the arbitration shall be at Karachi.

Indemnity


The Producer undertakes and agrees to indemnify and hold harmless PIA, its officers and agents from and against all claims including but not limited to litigation, foreign and domestic, Demands, liabilities, damages expenses of any nature whatsoever, arising out of, in connection with or resulting from this agreement whether or otherwise due to performance/non-performance poor or under performance of any obligations under this agreement by the Producer, its employees or its agents or otherwise.

Amendment

This Agreement shall not be amended except by mutual consent in writing

signed by the duly authorized representatives of both the parties,

Duration of the Agreement

This Agreement shall commence upon ___________ and shall remain in effect for

three years till ___________ unless terminated earlier as stipulated in this

agreement. Further, upon completion of each year Producer has to seek

performance extension letter from PIA which will validate the contract for next

one year.

Termination In addition to all the other remedies which the parties may be entitled to under

the law, this Agreement may be terminated without assigning any reason by

hereto giving to the other party sixty (60) day notice in writing of such

termination.

Force Majeure Except as provided under this agreement neither party shall be liable for any

failure or delay in performance of its obligations due to any cause beyond its

reasonable control including act of public enemy, war, rebellion, insurrection, fire

accident, act of God and act of state or of the judiciary. However, the producer

shall be liable to inform PIA as soon as any such event occurs or come into its

knowledge in writing or through generally accepted means of communication.

Confidentiality

The terms, provisions, and conditions of this contract and any materials,

information, files, and documentation provided by one party to the other party in

connection herewith are strictly confidential and proprietary, and shall be treated

and maintained as such, and except where otherwise expressly provided

hereunder, neither the terms, provisions, and conditions hereof or any materials,

information, and documents received from the other party in connection

herewith shall be disclosed by a party without the prior written consent of the


other party to any person not a party to this contract. The parties shall not

disclose confidential information unless such disclosure is required under the law.

For For

Producer Pakistan International Airline

_______________________ Corporation Limited

_______________________

Witness 1: Witness 1:

Name _______________________ Name _____________________

CNIC No _______________________ CNIC No _____________________

Signature ______________________ Signature ____________________

Witness 2: Witness 2:

Name _______________________ Name _____________________

CNIC No _______________________ CNIC No _____________________

Signature _____________________ Signature ____________________


(To be submitted on PKR 100 Stamp Paper)

General Manager Procurement Supply Chain Management Department Pakistan International Airlines Karachi Subject: Undertaking to Execute Contract Dear Sir, 1. We/I, the undersigned tenderer do hereby confirm, agree and undertake to do following

in the event our / my tender for supply of ______________________________________________________________________________________ to PIA is approved and accepted:

2. That we / I will execute the formal contract, a copy of which has been supplied to us /

me, receipt whereof is hereby acknowledge and which has been studied and under stood by me / us without any change, amendment, revision or addition thereto, within a period of seven days when required by PIA to do so.

3. That all expense in connection with the preparation and execution of the contract

including stamp duty will be borne by us / me. 4. That we / I shall deposit with PIA the amount of security as specified in the contract

which shall continue to be held by PIA until three months after expiry of the contract period.

5. That in event of our / my failure to execute the formal contract within the period of

seven days specified by PIA the Earnest money held by PIA shall fortified and we / I shall not question the same.

Tenderer’s Signature_________________________

Name in full ________________________________ Designation ________________________________ Address ________________________________ ________________________________ Phone / Fax # ________________________________ CNIC ________________________________ Seal ________________________________ Date _______________________________


INTEGRITY PACT / DISCLOSURE CLAUSE

(To be submitted on Company’s Letterhead)

Declaration of Fees, Commissions and Brokerage Etc. Payable by the Suppliers, Vendors,

Distributors, Manufacturers, Contractor & Service Providers of Goods, Services &

Works___________________________________________ the Seller / Supplier / Contractor/

Service provider hereby declares its intention not to obtain the procurement of any Contract,

right, interest, privilege or other obligation or benefit from Government of Pakistan or any

administrative sub-division or agency thereof or any other entity owned or controlled by it

(GOP) through any corrupt business practice.

Without limiting the generality of the forgoing the Seller / Supplier / Contractor represents and

warrants that it has fully declared the brokerage, commission, fees etc., paid or payable to

anyone and not given or agreed to give and shall not give or agree to give to anyone within or

outside Pakistan either directly or indirectly through any natural or juridical person, including its

affiliate, agent, associate, broker, consultant, director, promoter, shareholder sponsor or

subsidiary, any commission, gratification, bribe, finder’s fee or kickback whether described as

consultation fee or otherwise, with the object of obtaining or including the procurement of a

contract, right, interest, privilege or other obligation or benefit in whatsoever from Government

of Pakistan, except that which has been expressly declared pursuant hereto.

The Seller / Supplier / Service provider/Contractor certifies that it has made and will make full

disclosure of all agreements arrangements with all persons in respect of or related to the

transaction with Government of Pakistan and has not taken any action or will not take any

action to circumvent the above declaration, representation or warranty.

The Seller / Supplier /Service Provider/ Contractor accepts full responsibility and strict liability for

making any false declaration, not making full disclosure, misrepresenting facts or taking any

action likely to defeat the purpose of this declaration, representation and warranty. It agrees

that any contract, right, interest, privilege or other obligation or benefit obtained or procured as

aforesaid shall without prejudice to any other right and remedies available to Government of

Pakistan under any law, contract or other instrument, be void-able at the option of Government

of Pakistan.

Notwithstanding any rights and remedies exercised by Government of Pakistan in this regard,

the Seller / Supplier / Service provider/Contractor agrees to indemnify Government of Pakistan

for any loss or damage incurred by it on account of its corrupt business practices and further pay

compensation to Government of Pakistan in any amount equivalent to ten times the sum of any

commission, gratification, brief, finder’s fee or kickback given by the Seller / Supplier / Service

Provider/Contractor as aforesaid for the purpose of obtaining or inducing the procurement of

any contract, right, interest, privilege or other obligation or benefit in whatsoever from

Government of Pakistan.

REF: GM (P)/Humsafar (Brand)/20 INVITATION OF TENDERS AND … · · 2 days agoINVITATION OF...

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Transcript of REF: GM (P)/Humsafar (Brand)/20 INVITATION OF TENDERS AND … · · 2 days agoINVITATION OF...