QA sheet -Questions and Answers.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- Auto-Rikshaw Advertising Campaign
- Solicitation number
- 191N6526Q0035-A001
- Issued by
-
Department of State
About this file
This is a Questions and Answers document for Solicitation No. 191N6526Q0035, an Auto-Rickshaw Advertising Campaign for Freedom 250, issued by the U.S. Embassy in India under the Department of State. The Q&A sheet compiles inquiries and responses from prospective bidders regarding campaign specifications, execution requirements, and compliance documentation.
The campaign requires placement of advertisements on 8,000 auto-rickshaws across Delhi and the National Capital Region (NCR), with primary focus in Delhi (South, Central, North, and West areas), and NCR cities (Gurgaon, Noida, Ghaziabad, Faridabad) only if vendors cannot fulfill the Delhi requirement. The campaign duration is fixed at three months, commencing May 1, 2026, and concluding July 31, 2026, with installation and production timelines of 5-7 days each, and a maximum project completion window of 45 days from contract award. The advertisement creative features only a photograph of President Trump. Vendors must submit a firm fixed price quotation inclusive of all costs for obtaining necessary permissions, auto-branding charges, installation, and production. Start-date installation images with vehicle RTO numbers are required for verification; end-date images are not required. Minor imperfections such as wrinkles or bubbles are acceptable if installation is performed properly, and exceptions for up to 2-3% of installed autos are allowable. Vendors are solely responsible for obtaining all required government and traffic permissions, and the Embassy assumes no legal liability. The bid submission deadline is April 21, 2026, with bids submitted via email to newdelhibids@state.gov bearing the subject line "Solicitation-191N6526Q0035 for Auto Rikshaw Advertising Campaign." Payment will be processed via electronic funds transfer within 30 days of invoice receipt at the Embassy Finance Office.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| tuk tuk final-Statue of Liberty.jpg | JPG image | |
| Autorickshaw delhi size with measurement in Inches.pdf | ||
| SF30 Cover Page.pdf | ||
| tuk tuk final-two.jpg | JPG image | |
| Updated 191N6526Q0035-Auto Rikshaw Advertising Campaign (002).pdf |
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Text version
question form
Question & Answers before site visit Solicitation No-191N6526Q0035 Title: Auto Rikshaw Ad Campaign for Freedom 250 Date__________
Company Name Name of person Title
| Question: how long do you need the campaign to run for? Need duration for quote. Thank you! |
| Answer: |
The campaign duration shall be three (3) months, commencing on May 1, 2026, and concluding on July 31, 2026.
Question & Answers During Pre-proposal Conference Solicitation No.___________ Title _________________________Date__________
Company Name Name of person Title
Question: 1. Is this only for companies in the India or An American Company with worldwide Ads access for DOOH can apply for the bid? 2.
If an American company is selected, can ConGen pay via WAWF? 3. What would be standard duration for this champ?
Answer:
1. Requirement posted at Emassy website and SAM potoal, which means solicitation accessible worldwide.
2. Payment will be processed and transferred directly into vendor bank account thru electronic funds transfer within 30 days and service received and upon receipt of invoice thru email at Embassy Finance Office.
3. The campaign duration shall be three (3) months, commencing on May 1, 2026, and concluding on July 31, 2026.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question: we provide 100% start date when we install the autos we provide 100% photos , we don’t provide end date images kindly confirm if you ahave any SOP to follow Answer:
End-date images are not required. Advertisements must remain displayed for a minimum duration of three (3) months, from May 1, 2026, through July 31, 2026.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
| Question: IN THIS MEDIA THERE IS WRINKALS AND BUBULS WILL BE VISIBLE KINLDY CONFIRM IF THIS IS OK WITH YOU |
| Answer: |
We have already done the Mock up for the design. No major wrinkles and bubbles are visible if installtion is done properly.Minor imperfections such as wrinkles or bubbles are acceptable provided installation is performed properly and overall visual quality remains satisfactory.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
| Question: Auto branding is a transit media. We provide start date images with unique RTO numbers for verification. End date images are not possible. We also provide a PPT report after execution, and you can send one person from your side for supervision you are ok with this? |
| Answer: |
End-date images are not required. However, all advertisements must remain displayed on autos for the full campaign duration (May 1 – July 31, 2026).
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
| Question:After installation on autos, are there chances of overlapping on the hood? Yes, overlapping is common in this media. On existing hood branding, auto drivers may place other client stickers (approx. 30 x 18 inches), which is not under our control. |
| Answer: These should visible on Autos for the three months from May 01, 2026 to July 31,2026 . Exceptions are always acceptable up to 2 to 3% of the total numbers installed. |
| Question & Answers During Pre-proposal Conference |
Company Name Name of person Title
Question:How long are auto hoods visible? Do drivers remove them or continue using them? Auto hood is a transit media. The hoods are usually visible for more than 1 month unless they get damaged or torn. If damaged, the auto driver replaces it with a new one.
| Answer:These should visible on Autos for the three months from May 01, 2026 to July 31,2026 . Exceptions are always acceptable up to 2 to 3% of the total numbers installed. |
| Question & Answers During Pre-proposal Conference |
Company Name Name of person Title
| Question:Can autos be selected area-wise or route-wise? Yes |
| Answer: |
The primary focus is Delhi. NCR coverage (Gurgaon, Noida, Ghaziabad, Faridabad) may be considered only if the vendor cannot meet the requirement within Delhi. Priority areas include South, Central, North, and West Delhi.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
| Question:Printing and sticking take around 5–7 days depending on the quantity of work. Installation also requires 5–7 days depending on the quantity. This is a tentative timeline, are you ok with this? |
| Answer: |
This fine with us. Timeline is also provided in the SOW provided for this contract.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
| Question: The campaign creatives also have photographs of Prime minister Narendra Modi, so do we have permission from MEA or any other concerned departments for using PM's photographs on these advertisements? If yes will you be sharing any document with us? |
| Answer: |
The final Image to be installed has only photo of President Trump.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
| Question 1 With reference to Page No. 1, where Proof of SAM Registration has been requested, we kindly request you to specify all necessary documents required from the Embassy in this regard. |
| Answer: |
(Prefer page no-31 to 35) of solicitation document Question & Answers During Pre-proposal Conference
Company Name Name of person Title
| Question 2 With reference to Page No. 35, regarding the requirement for NDAA certification, we would like to clarify that no telecommunications equipment or services will be used by our company for the Auto Rickshaw Advertising Campaign. Kindly confirm whether any formal declaration/undertaking is required from our end in this regard. |
| Answer: |
Please read page no-41 (para-d) of solicitation document. Under Representation, check appropriate box, sign and submit along with bid Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question 3 With reference to Pages No. 35–44, SECTION K – Representations, Certifications and Other Statements, we request you to kindly specify the exact certifications required to be submitted by us.
Answer:
Please read page no-41 (para-d) of solicitation document. Under Representation, check appropriate box, sign and submit along with bid Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question:
Per SOW, City-wise breakup You have indicated a total requirement of 8000 autos across Delhi NCR. We request a location-wise split (Delhi, Gurgaon, Noida, Ghaziabad, Faridabad), as costing and execution dynamics vary across each region.
Answer:
The primary focus is Delhi. NCR coverage (Gurgaon, Noida, Ghaziabad, Faridabad) may be considered only if the vendor cannot meet the requirement within Delhi. Priority areas include South, Central, North, and West Delhi.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question: Government Permissions (Delhi) As per current ground realities, obtaining formal permissions for auto branding in Delhi is a complex and time-intensive process:
| • | Each auto is individually owned (no fleet structure), requiring separate documentation |
| • | Approval timelines typically range between 3–4 weeks |
| • | Permission costs are significantly high |
| • | There is a risk of attrition, as auto owners may opt out during the process |
Due to these constraints, all campaigns (including government and private) are executed without formal permissions. And there is no such licence received by any of the client in last 10 years of our experience or even heard of from any other agency.
Answer:
All relevant details are provided in the Scope of Work (SOW). The Embassy does not intend to assume any legal liability or enter into legal complications. Therefore, the contractor shall be solely responsible for obtaining all necessary permissions required for the Auto Campaign. All associated costs must be included in the firm fixed price quotation.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question: Outside Delhi (NCR Cities) For Gurgaon, Noida, Ghaziabad, and Faridabad:
| • | There is no formal policy or taxation structure defined for auto/cab branding | |
| • | Union charges and operational conditions differ city-wise, so break up will help us calculating the same | |
| Answer: |
The primary focus is Delhi. NCR coverage (Gurgaon, Noida, Ghaziabad, Faridabad) may be considered only if the vendor cannot meet the requirement within Delhi. Priority areas include South, Central, North, and West Delhi.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question: Campaign Duration & Monitoring Auto branding is typically a one-time installation activity, where:
| • | Installation images are shared for confirmation |
| • | The branding (hood) remains in use for approximately 3–4 months, subject to wear and replacement by drivers |
| • | Currently, there is no structured monitoring mechanism post-installation |
Once we receive the location-wise breakup and your preferences regarding permissions and campaign expectations, we will be able to share a detailed plan along with optimized costing.
Answer:
These should visible on Autos for the three months from May 01, 2026 to July 31,2026 . Exceptions are always acceptable up to 2 to 3% of the total numbers installed.:Our first proference in Delhi Only. NCR coverage is required if Vendor is not able to cover 8000 autos in Delhi.Our focused areas are south Delhi, Central Delhi, North and West Delhi.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question:"Driver Data Accuracy While we make best efforts to collect driver details, at times drivers may hesitate to share personal information or may provide incomplete/incorrect data.
We would like to highlight that data accuracy in such cases may not be fully within our control. Hope this is acceptable from your end."
Answer:
If the name of the drivers is not possible the registration Number of the vehicles will be sufficient.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question:"Question:Government & Traffic Permissions The process involves:
Liaising with local municipal authorities (where applicable) Obtaining permissions from traffic police and law enforcement
These approvals can sometimes take longer than expected.
Kindly clarify:
Is it mandatory to have both the traffic and municipal permissions in place before proceeding, or Can we have any one of the same as this process takes long time for approvals " Answer:
All the details are provided in the SOW. Embassy do not want to enter into any legal complication. All the permission required for Auto Campaign should be acquired by the the contractor and should be part of the firm fixed price provided in quotation.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question:"Question:Production & Installation Timeline As per current scope, installation is expected to begin within 7–8 working days post production.
However, for a scale of 8000 autos, the production itself will require approximately 15 days.
Request your approval to revise the timeline so that installation begins post completion of production (15 days)."
Answer:
The detailed Time line is provided in scope of work. We have to stick to our time lines to complete the project timely.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question:"Question:Question: We would like to align on a few operational and execution-related aspects to ensure smooth and timely delivery of the campaign:
Campaign Timeline Executing the entire quantity will require approximately 60 days.
Could we request your approval to revise the campaign duration from the current timeline to 30–45 days (phased execution) or extend it to 60 days for seamless rollout?"
Answer:
There is scope of time extention of 5-7 days but the maximum duration is 45 day from the date of award on the contract.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
Question:"Question:Permissions & Auto Charges To ensure compliance, certain permissions may be required at different stages.
Please note that per-auto charges may vary depending on the approvals required. We request your confirmation on proceeding accordingly."
Answer:
Our first proference in Delhi Only. NCR coverage is required if vendor is not able to cover 8000 autos in Delhi.Our focused areas are south Delhi, Central Delhi, North and West Delhi. Embassy needs a firm fixed cost for auto campaign.
Question & Answers During Pre-proposal Conference
Company Name Name of person Title
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