Tender Summary – Government of West Bengal I&CA Department

Tender: Empanelment of Agency/Agencies for Procurement/Supply of T-Shirts, Caps, Umbrellas and Other Promotional/Procurement-Related Items for the Information & Cultural Affairs Department, Government of West Bengal. The empanelment period is 2 years. Project-specific assignments will subsequently be offered to empanelled agencies through Limited Tender/RFQ/RFP processes. NIT

Scope of Work

The selected agencies will undertake procurement, customization, branding, quality assurance, packaging and supply of promotional/publicity materials. Products include T-shirts, polo T-shirts, caps, umbrellas, jackets, bags, mementos, souvenirs, event merchandise, publicity materials and specified brass, Dokra, stone-dust and other gift/promotional items. The scope also covers design and creative support, sample development, printing/embroidery/engraving and other branding, manufacturing/procurement, logistics, delivery, inventory support, documentation and compliance. NIT NIT

Professional Qualification & Eligibility

Eligible bidders may be Proprietorship Firms, Partnership Firms, Private Limited Companies or Limited Companies with applicable statutory registrations. The bidder must have an office in India, minimum 3 years' relevant experience, an average annual turnover of at least ₹25 lakh during the last 3 financial years, and at least 3 similar assignments during the last 3 years, with at least one project per year. A ₹15 lakh bank solvency certificate, not older than three months from NIT publication, is also required. The bidder must not be blacklisted by any Government Department/PSU. NIT

Financial & Submission Requirements

This is a single-bid technical proposal process. No financial bid/rate quotation is required at the empanelment stage; project-specific financial bids will be invited later. The EMD is ₹1,00,000, payable through RTGS/NEFT. The tender document does not specify a tender fee, net-worth requirement, estimated cost, or EMD exemption provision. NIT NIT

Submission Guidelines

Bids must be submitted online through www.wbtenders.gov.in, using the prescribed Digital Signature Certificate. Only one technical proposal should be submitted; conditional/alternative bids are not accepted. Uploaded documents must be digitally signed and virus-scanned. Importantly, bidders should not include financial/rate information in the empanelment proposal. NIT

Key Dates

1. Tender Publishing Date: 24 September 2026
2. Document Collection Starts: 24 September 2026
3. Pre-Bid Meeting: 28 September 2026, 3:00 PM
4. Last Date for Submission: 9 October 2026, 12:30 PM
5. Technical Bid Opening: 12 October 2026, 12:30 PM
6. Technical Presentation: 12 October 2026, 3:00 PM, Conference Room, Room 901, 9th Floor, Nabanna, Howrah. NIT

Tender Details Table

Document Checklist

1. Certificate of Incorporation/Registration or applicable Partnership/LLP documents
2. PAN Card
3. GST Registration Certificate
4. Trade License
5. Professional Tax Registration, where applicable
6. India office address proof
7. EMD proof of ₹1 lakh
8. Audited financial statements for FY 2022-23, 2023-24 and 2024-25
9. Income Tax Returns for the last 3 financial years
10. CA turnover certificate
11. Bank solvency certificate of ₹15 lakh
12. Relevant Work Orders/Purchase Orders
13. Completion/Client Certificates
14. Relevant experience statement
15. Agency/Organisation profile
16. Organisation structure and key personnel details
17. Manufacturing/printing/branding and logistics capability details
18. Product catalogue/brochures/photographs
19. Client portfolio
20. Quality assurance documents/certifications, if any
21. Non-blacklisting declaration/affidavit
22. Acceptance of RFP terms and conditions
23. Declaration regarding correctness of information
24. Power of Attorney/Authorisation Letter, where applicable
25. Signed Scope of Work and acceptance declaration
26. Concept proposal
27. Detailed roll-out/execution plan
28. Prescribed annexures and supporting documents. NIT(3)

Tender evaluation note: Technical evaluation carries 100 marks, with 70 marks as the minimum qualifying score. Evaluation considers turnover, relevant experience, Government experience, infrastructure, product portfolio/quality assurance and technical presentation.

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