Request For Proposal (RFP) for appointment of Advertising Agencies

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2 INDEX Sr No Heading Page no 1 Notice inviting Tender 3 2 Process of selection 3 3 Scope of work 6 4 Criteria for selection 7 5 General Terms and Condition 11 6 Instructions for tendering 20 7 Annexure I- Tender Form- Technical Bid 21 8 Annexure II- Tender Form-Financial Bid 24 9 Annexure III-Format for declaration-cum-certificate of no 25 penalties, no blacklisting and no cases pending 10 Annexure IV- Format for client certification 26 Important Dates: Date and Time Venue Pre Bid Meeting March 15, 2016 at 3 PM 19 th Floor, Last date of submission of March 21, 2016 at 3 PM Conference Technical & Financial bids Room, IDBI Date of opening Technical Bids March 21, 2016 at 3 PM Bank, IDBI Date of opening Financial Bids Date and time will be Tower, WTC informed only to the Complex, Cuffe qualified agencies in due Parade, Mumbai. course 2

3 NOTICE INVITING TENDER Appointment of Advertising Agencies for IDBI Bank Ltd. 1. IDBI Bank Ltd. (IDBI Bank) invites proposals for Appointment of Advertising Agencies to provide comprehensive creative and media services. 2. Interested bidders may peruse the detailed RFP hosted on Process of selection IDBI Bank would be detailing the minimum pre-qualification requirements and the process of selection in the RFP. The designated Committee would evaluate the quality of Bidders on the criteria mentioned in the RFP based on their proposals received and fulfillment of eligibility criteria (technical bid). The technically eligible agencies would be called to make a presentation before a designated Committee at IDBI Bank, Mumbai. The presentation would be evaluated on a score of 100. Financial bid of only the shortlisted Bidders i.e. the bidders who score at least 60 out of 100 in the presentation would be considered. In the financial bid, break up of creative and media commission as % on gross media billing to be given separately. The marks scored in the presentation which essentially rates the bidder on quality criteria will be given a weightage of 60%.The financial bids will be given a weightage of 40%. The combined score of presentation and financial bids will determine the ranking. The formula for calculation of the combined score is detailed in section Criteria for Selection. In case of a tie in the combined score between bidders, the bidder with higher quality score will be given a higher rank. Based on the ranking derived from the combined score, the Bank will at its sole discretion appoint the requisite number of agencies. The allocation of work among the agencies will be at the sole discretion of IDBI Bank. Agencies would be allocated to the various Verticals / Departments/ Zones/ Product / Services of the Bank and work would be assigned as per requirements of the respective Department / Vertical. However, this may later be changed at the sole discretion of IDBI Bank. Empanelment does not bind the Bank to allocate work to any agency. 3

4 The bidding Agency should be offering the services mentioned in Scope of Work. If required the bidding agency may sub contract / delegate part of the services mentioned in Scope of Work with prior approval of the Bank. In case of sub-contract / delegation, the responsibility for the execution of services would rest solely with the bidding agency. The bidding agency would have to ensure that the terms and conditions stipulated by the Bank are complied by the agency to whom the work has been sub contracted / delegated. IDBI Bank does not bind itself to accept the lowest or any Tender and has the right to refuse any Tender without assigning any reason or select any Bidder that is in the final evaluation list. IDBI Bank also reserves the right to re-issue the Tender without Tenderers having the right to object against such re-issue. IDBI Bank also reserves the right to extend the validity period of the Tender. The tenure of the contract with the Agencies, so appointed, would run for 3 years from date of appointment under the current RFP. However, this would be subject to satisfactory performance of each agency every one year from date of appointment, which would be solely adjudged by IDBI Bank. In case the performance of any Agency/ies is/are deemed unsatisfactory, their contract will be terminated as per the provisions of the termination of contract clause mentioned in the RFP. The contract may be extended by IDBI for maximum 6 months after completion of tenure of 3 years. The commission (actual and/ or benchmark) as % on both creative and media on gross media billing, decided through the financial bidding process would remain valid for the entire contract period. The Bidders shall submit their offers strictly in accordance with the Terms & Conditions of the Tender document. Any tender that stipulates conditions contrary to the conditions given in the tender document stands disqualified. The technical and financial bids s h o u l d b e submitted in the sealed envelopes (please refer to section on instructions for tendering) and must reach General Manager, Corporate Strategy & Communications Department (Corporate Communication), IDBI Bank Ltd., 19 th floor, IDBI Tower, WTC Complex, Cuffe Parade, Mumbai latest by 3 PM 4

5 Request For Proposal (RFP) for appointment of Advertising Agencies on March 21, 2016 and the technical bids will be opened as per schedule below: Date: March 21, 2016 Time: 3 PM Pre bid meeting: All queries regarding the RFP can be discussed with the Bank on March 15, 2016 at 3 PM in the pre bid meeting. Any Tenders received by IDBI Bank after the deadline for submission of tenders prescribed by IDBI Bank will be rejected and returned unopened to the Bidder. IDBI Bank shall not be responsible for any delay or non- receipt/ non-delivery of the documents. During opening of the t e c h n i c a l a n d f i n a n c i a l bids representatives of the bidders are requested to be present at IDBI Bank, IDBI Tower, WTC Complex, Cuffe Parade, Mumbai. However, bids would be opened even in the absence of any or all representatives of the bidder. IDBI Bank reserves the right to reject any or all the bids without assigning any reasons thereof. IDBI Bank also reserves the sole right for carrying out amendments/modification/changes including any addendum to this RFP. S u c h amendments/modification/changes including any addendum to this RFP shall be notified on the Bank s website and these will be binding on the agencies. IDBI Bank reserves the right to extend the deadline without assigning any reasons thereof. Intimation of the same shall be notified on the Bank s website The Bidder shall bear all costs associated with the preparation and submission of the Tender and IDBI Bank will in no case be held responsible or liable for these costs, regardless of the conduct or outcome of the tendering process. Sd/- (Saumya Chaudhuri) General Manager IDBI Bank Ltd. Place: Mumbai Date: March 02,

6 Scope of Work Develop marketing plans to promote IDBI Bank as friendly and approachable, catering to all types of customers. Developing creatives based on the most effective marketing strategy for all media Undertake media planning, buying, release, monitoring and billing. Developing cost effective media plans based on effective media selection. Undertake impact analysis of individual campaigns. Development of existing products & new product communications. Developing A/V films for IDBI Bank Below the Line activities including event management Competition tracking Clutter analysis Plan and propose campaigns and promotions including media tie-up, product placement and others. Budget allocation and management based on budget information sharing between IDBI Bank and agency. Monitoring campaigns and Reviewing media and creative effectiveness. Transaction reports and other KPIs like discount rate. End-to-end process management for creative and media services. Any other activities /services relevant to the allocated assignments. Other associated activities / services as may be required by the Bank Cost for such activities to be determined separately on a case-bycase basis as per scope of work decided and would be reimbursed by the Bank. 6

7 Criteria for selecting Advertising Agencies 1. Minimum Eligibility Criteria A list of Qualifying Requirements (QRs) and the supportive documents that need to be submitted is given below. Any Agency not meeting any of the following QRs or not submitting any of the documents shall be rejected. Only those agencies who satisfy all the Qualifying Requirements would be eligible for being called for giving presentation. Sr No Qualifying Requirement (QR) 1 (a) The Agency should have been in existence in India since April 01, 2010 or earlier with ability to service the client through their office in Mumbai. 1 (b) The Agency must have a Gross capitalized billing of at least Rs.100 crores (Rupees Hundred Crores) in each of the three previous financial years i.e. (April March 2015). 1 (c) The agency should be profit making and the Net Worth should be positive during the previous financial year (April 2014-March 2015). 1 (d) The Agency should not have been penalised or found guilty in any court of law and the agency shall not have been blacklisted / debarred by any Central / State Government / PSU / Bank/ RBI/ IBA/ any regulatory authority and not involved in any major litigation that may have impact or compromise the delivery of services required during last three years i.e. April 2012-March 2015 and April 2015 onwards till date. Documents to be enclosed Certificate of Incorporation. Suitable certification by Statutory / Tax Auditors. Billing from Agency Services only to be considered. Specifically, billing from proprietary deals (such as outdoor rentals) will not be considered. Copies of audited balance sheets and profit and loss Accounts OR certificate by Statutory / Tax Auditor. Self Certification on letter head to be provided as per Annexure III. However IDBI Bank would have the right to independently verify the same. 7

8 Sr No Qualifying Requirement (QR) 1 (e) The Agency should have worked with at least two banks (of which at least one should be a PSU Bank) for last three years (April 2013 till date of RFP) with satisfactory performance for the services specified in this RFP. 1 (f) Neither the agency nor its proprietor / directors / partners has defaulted to any Bank. Documents to be enclosed Certification of satisfactory performance (not more than 1 month old) by the banking clients (of which at least one should be PSU Bank) for last three years (April 2013 till date of RFP) as per Annexure IV CIBIL report of the agency and its proprietor / directors / partners. 2. Apart from the minimum eligibility criteria as stated above, the Agency is also required to submit the following information: Sr No Documents Required 2 (a) Ownership and nature of entity (public, partnership, subsidiary, etc.). 2(b) Income Tax returns for past three years. 2 (c) Board resolution authorizing the authorized signatory to sign on behalf of the agency. 2 (d) Proof of address of registered office. 2 (e) Service Tax Registration Certificate Qualitative Evaluation Criteria for Advertising Agency Criteria Weightage Understanding of Banking, Financial Services and Insurance 20 (BFSI) sector Ability to provide integrated services across all media together 10 Ability to service the Client (specifically TAT) and scale up the 10 activities if necessary Ability to provide localized solutions 10 Creative and media (planning and buying) ability for print 10 Creative and media (planning and buying) ability for television 10 and radio Creative and media (planning and buying) ability for outdoor 10 and BTL including event management Ability to visualize client s objectives and to provide 20 customized solutions TOTAL 100 * Only the Agencies scoring 60 or more out of 100 will be eligible for financial bidding 8

9 Financial Bids Financial bid of the shortlisted Bidders i.e the bidders who score at least 60 out of 100 in the presentation would be considered. In the financial bid break up of creative and media commission as % on gross media billing to be given separately. Date and time of opening of financial bids will be informed only to the qualified agencies in due course. Calculation of Combined Score Score = Q w x EQS HQS + F w x LC C Q(w) = weight of the quality score (60) HQS= highest evaluated quality score among the qualified bidders EQS= evaluated quality score of bidder F(w)= weight of the financial score (40) C = rate quoted by the bidder LC= lowest rate quoted among the qualified bidders The following are illustrations of the above procedure: Illustration 1- Assumption - 3 agencies will be empanelled (Note: Actual number of agencies to be decided at the sole discretion of the Bank) No. Agency Quality score 1 AAA 60 2 BBB 90 3 CCC 85 4 DDD 80 5 EEE 95 6 FFF 60 7 GGG 55 In the above illustration, the bidders viz AAA, BBB, CCC, DDD, EEE, FFF have scored 60 and above and are therefore shortlisted for submission of financial bid. No. Agency Quality score Total rate of commission on gross media (Creative + Media) (%) Combined Score Rank 1 AAA BBB CCC DDD EEE FFF

10 Based on this combined score the agencies will be ranked. Agency scoring the highest combined score is considered as L-1 and the rate of commission quoted by that agency will be treated as benchmark rate. The Bank would invite the shortlisted agencies to match the benchmark rate of commission. Agencies agreeing to this arrangement will be considered for empanelment. In case any of the shortlisted agencies has quoted a rate lower than the benchmark rate of commission, then the lower rate quoted would be the rate of commission for that agency. In the above illustrations BBB will become L-1 and 7% would be the benchmark rate. The Bank at its sole discretion will appoint requisite number of agencies. For the sake of illustration if it is assumed that the Bank is empanelling 3 agencies, it would consider DDD (ranked L-2) and EEE (ranked L-3) The commission payable to DDD would be 6 %. EEE would have to match the benchmark commission of 7%. If agreeable, EEE would be empanelled and the rate of commission payable to EEE will be 7%. In case any of the agency / ies is not agreeable to match the benchmark rate, the Bank has the right to consider the subsequently ranked agency / ies for empanelment. In the above illustration in case EEE does not agree to match the benchmark rate, the Bank has the right to consider CCC for empanelment. 10

11 General Terms and Conditions Assignment The Agency shall not save and except with the prior written approval of IDBI Bank, undertake any work of any nature not assigned and/or not mentioned in the tender and for executing such works. The Agency shall state the nature of work and probable expenditure thereof. After IDBI Bank has accorded its consent in writing for execution of such work and / or incurring expenditure thereof, only then shall the Agency undertake such work and not otherwise. No rights or liabilities under this Agreement shall be assigned by any of the Parties hereto without the prior written consent of the Other Party Agency s General Responsibilities The Agency shall, subject to the provisions of the Assignment and with due care, execute the work and take all responsibility, including the supervision thereof and all other things, whether of a temporary or permanent nature, required in and for such execution. The Agency shall carry out and complete the work in accordance with prevailing good industry practices and using workmanship of the quality and standards therein specified, provided that where and to the extent some approval of the quality of the standards of workmanship is a matter of opinion, such quality and standards shall be to the satisfaction of IDBI Bank. Sufficiency of Tender The Agency shall be deemed to have satisfied itself as to the correctness and sufficiency of the rates and prices before agreeing to the Terms and Conditions. Tenure The tenure of the contract with the Agencies, so appointed, would run for 3 years from date of appointment under the current RFP. However, this would be subject to satisfactory performance of each agency every one year from date of appointment, which would be solely adjudged by IDBI Bank. In case the performance of any Agency/ies is/are deemed 11

12 unsatisfactory, their contract will be terminated as per the provisions of the termination of contract clause mentioned in the RFP. The contract may be extended by IDBI for maximum 6 months after completion of tenure of 3 years. Payment terms IDBI Bank will make payment of the amounts chargeable to IDBI Bank on a monthly basis as applicable. Any third party cost incurred by the Agency to carry out the above assignment would be reimbursed to the Agency, provided the cost was incurred with prior approval from IDBI Bank and all third party supporting document submitted along with invoice. For ATL work, the applicable commission (which includes creative and media services) on gross media billing only will be payable. No commission / fee will be payable on the production cost. Also, no charges in the nature of fee will be payable to the agency separately for art-works, production charges, studio charges or translation charges. However, third party cost incurred by the Agency would be reimbursed to the Agency, provided the cost was incurred with prior approval from IDBI Bank. For BTL activities carried out by the Agency, the same percentage commission, as arrived at through the financial bid, would be payable on the total net billing including production cost. No charges will be payable separately for art-works except as mentioned below. Over and above the commission as above, IDBI would also pay the selected Agencies art-work charges for BTL and other non ATL creatives [including studio charges, translation charges etc.], on a monthly basis, as per the card rate of the selected Agency. However, such payment would be capped, Rs.1.00 lakh per month. The cap on monthly art-work charges can be raised by upto 10% at the end of every year, at the sole discretion of IDBI Bank, in case there is a commensurate increase in work that justifies the higher cap, otherwise the earlier charges would remain valid till end of contract period. 12

13 For any other work, including but not limited to carrying out marketing research and marketing analytics, the price could be decided on a caseby-case basis depending on the scope of work. In case only one of the service is availed then only commission for the service availed would be paid. Eg. In case only media release is done without any creative being developed, then only media commission will be paid. Taxes All applicable taxes will be paid by IDBI Bank. The Agency shall be responsible for deposit of all taxes, duties, levies fees or charges in respect of the works as required for the Assignment to concerned Government authorities. Also TDS will be deducted from the payments to the Agency as per applicable laws. Statutory authority obligations, notices, fees & charges The Agency shall comply with and give all notices required by any Act, any instrument, rule or order made under any Act, or any regulation or byelaw of any relevant authority which has any jurisdiction with regard to the assignment. The Agency shall also abide by the rules and regulations of INS, AAAI, ASCI and other relevant organizations and conform to the aforesaid rules and regulations. The Agency would comply with all Applicable Laws as they relate to its performance under this Agreement. This Agreement shall be governed, interpreted by and construed in accordance with the substantive laws of India. Limited Agency For the limited purpose of purchasing materials and engaging the services of Third Parties which are necessary for providing the Services under this Agreement, IDBI Bank would appoint the designated Agency/ies as its agent. It is expressly clarified that IDBI Bank is responsible for all costs and expenses incurred by the Agency on behalf of IDBI Bank, 13

14 which shall be incurred only on receiving the prior approval of IDBI Bank. Save and except the Limited Agency created under this Agreement, the Agency/ies appointed would be an independent Party and neither Party is the legal representative of the other; further, the Personnel of the Agency/ies and other Third Parties engaged to perform any Services under this RFP are not the employees of IDBI Bank. Rights in Intellectual Property and Material All the rights relating to the Trade Marks and Copy Rights in respect of publicity work generated by the Agency on behalf of IDBI Bank and paid for by IDBI Bank shall vest with IDBI Bank. Provided that IDBI Bank would reimburse the Agency for any sums of money paid for the assignment / licensing of the copyright by way of fees, charges, or otherwise as provided by the guidelines, regulations, rules, or policies of any professional body or association, with prior approval from IDBI Bank. All concepts, communications etc. created or conceived by the Agency on behalf of IDBI Bank and involving name of IDBI Bank shall not form part of any award or competition or promotion unless prior written consent of IDBI Bank has been obtained therefor. Confidentiality Information provided under this RFP and subsequent Service Agreement (if the Agency is selected) is confidential and neither Party shall at any time either during the association or at any time thereafter divulge either directly or indirectly to any person(s), firm or company, business entity, or other organisation whatsoever, any Confidential Information that the Other Party may acquire during the course of such association or otherwise concerning the Other Party s business, property, contracts, trade secrets, clients or affairs. Indemnification All applicants under the RFP absolutely, irrevocably and unconditionally hereby indemnifies and undertakes to keep IDBI Bank 14

15 and /or its directors, officers, employees, agents, and representatives indemnified and hold harmless for all time from and against all charges, costs, losses, claims, demands, damages, liabilities, obligations, suits, judgments, penalties, proceedings, prosecutions, litigations, or actions, financial or otherwise; at law or equity, including the expenses of defending any claim of liability by any third party, and from and against all actual damages sustained, whatsoever, whether past, or current suffered or incurred by IDBI Bank and or its directors, officers, employees, agents and representatives due to reason of (a) breach, misconduct, omission, or (b) negligence on the part of the Agency and or its directors, employees, in the performance of the Services including, but not limited to, any claim arising out of improper or illegal use or adoption or invasion or infringement of the copyright or intellectual property right. Termination In the event of non-performance of the Agency as decided by the Bank or any disputes or differences arising between the Parties hereto on any matter / provision set out in this RFP and subsequent Service Agreement for the selected Agency, the Parties shall try to resolve the matter amicably inter se. The defaulting Party shall be given notice of 21 days to alter the situation and resolve the dispute or reverse the damage caused in any way. In the event the defaulting Party does not comply with its obligations, on the termination of the notice period, the Other Party shall be at liberty to terminate the Agreement, without further notice, and shall additionally have the right to claim any further rights available under the law, including without limitation, the right to damages. Upon termination of the Agreement, the Agency would promptly hand over to IDBI Bank all Deliverable Items, including work-in-progress, all as is where is condition subject to the mutual settlement of all money due and payable to them being paid. During the period of notification of termination, the Agency shall complete pending assignments and IDBI Bank shall agree to settle the dues in respect of assignments after completion thereof by the Agency, except if 15

16 specifically instructed by IDBI Bank to act otherwise. IDBI Bank would also have the right to terminate such Service Agreement with three months notice without assigning any reason. Limitation of Liability Save and except as provided in Terms of Compensation and Termination herein, neither Party shall be liable to the other for any lost revenue, lost profits or other incidental or consequential damages based on any breach or default under this Agreement. Survival In the event of the Termination of this Agreement (with the selected Agencies) in whole or in part, the Clauses titled Compensation, Rights in Intellectual Property and Material, Indemnification, Confidentiality, and Limitation of Liability shall survive and continue in effect and shall ensure to the benefit of and be binding upon both the Parties, their successors and assigns. Severability Each of the above restrictions is separate and severable from the other. Any provision, which is invalid or unenforceable, shall be ineffective to the extent of such invalidity or unenforceability, without affecting in any way the remaining provisions hereof. Written Notice of change in name, form or control of either Party The Agency shall provide IDBI Bank with prompt 30 days prior written notice of any change in Agency s name, ownership, or form of organisation. The Agency shall also provide IDBI Bank with prompt written notice and in any event within a period of 30 days of the occurrence of any event, which could jeopardize or materially impact its ability to perform its obligations under this Agreement in a timely manner. 16

17 Force Majeure If either Party is unable to perform its obligations under this Agreement due to the occurrence of an event beyond its control (such as acts of God, War like situations, Riots, Bandhs, Government actions, Earthquakes, Cyclones, Typhoons, and other natural calamities, etc.), that Party will not be deemed to have defaulted under this Agreement. Each Party would use all reasonable efforts to enable performance under this Agreement to continue. If a Force Majeure situation arises, the Agency shall promptly notify IDBI Bank in writing of such conditions and shall serve the notice on IDBI Bank within 15 (fifteen) calendar days from the date of happening of Force Majeure and also submit all necessary proof to the satisfaction of IDBI Bank and the time when the Bidder is likely to resume its obligations. IDBI Bank shall decide the happening of the Force Majeure and the decision of IDBI Bank shall be final, conclusive and binding on the Bidder. Unless otherwise directed by IDBI Bank in writing, the Bidder shall continue to perform its obligations under the Contract as far as it is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The decision of IDBI Bank in deciding whether the event is force majeure or not is at the sole discretion of IDBI Bank and binding on the Bidder. In such a case, the time for performance shall be extended by IDBI Bank (but shall not be bound to) by a period(s) not less than the duration of such delay. If the duration of delay continues beyond a period of one month, IDBI Bank and the Bidder shall hold consultations with each other in an endeavor to find a solution to the problem and in the event of not finding a solution, IDBI Bank shall be entitled to terminate the Contract without being responsible or liable to any damages. Notwithstanding the above, decision of IDBI Bank shall be final and binding upon the Bidder. The Agency to conduct as per Good Faith and as per Good Industry Practice Notwithstanding anything contained in this Agreement, the Agency shall conduct its obligations as an agent in good faith and exercise reasonable care as per Good Industry Practice and for 17

18 removal of doubt the degree of care shall in no way less than what it is required as if it were a principal. While acting as an agent The Agency shall be responsible to IDBI Bank for all acts of negligence, and for consequences emanating from lack of exercise of reasonable care. The Agency is bound to supervise the proper execution of contracts entered by it on behalf of IDBI Bank as its agent. Conflict of interest The Agency shall strictly avoid conflicts with other assignments/jobs or their own corporate interest and shall disclose to IDBI Bank all actual and potential conflicts that exist, arise or may arise in the course of performing the services after it becomes aware of that conflict. Sub Contracts The Agency as and when required may sub contract the work with prior approval of the Bank provided the intimation in writing of all collaborations be given to the Bank. However, such notification shall not relieve the agency from any liability or obligation under the contract. The Agency shall be responsible for the performance of sub contractors appointed by it. Other Conditions This document is meant to provide information only and upon the express understanding that the recipients will use it only for the purpose set out herein. While this document has been prepared in good faith, neither the Bank nor any of its employees make any representation or warranty or shall have any responsibility whatsoever in respect of this document. Any liability is accordingly and expressly disclaimed. This document constitutes no form of commitment on the part of the Bank IDBI Bank reserves the right to appoint auditors to audit the books of account of the agencies for transactions related to the Bank. IDBI Bank shall have the right to avail Services from other agencies as well and this RFP does not confer any exclusive rights to any 18

19 Agency for Services rendered/to be rendered. Inter-se allocation of work between the agencies in such case would be the sole discretion of IDBI Bank and the decision of IDBI Bank in this regard shall be final. It is clarified, as and by way of abundant caution that IDBI Bank will have all ownership and / or license rights on all the ideas, concepts, proposals, logos, designs, scripts etc developed by the Agency during the course of this assignment as specified in the RFP and paid for by IDBI Bank. The Agency shall in respect of the Services, obtain prior written approvals from the Designated Authorised Signatories of IDBI Bank, in all cases, in respect of the form, the manner, the extent and the wording of all publicity materials produced before taking any action under the Agreement. IDBI Bank would have the right to reject all or any of the applications without assigning any reason for the same. From the time the proposals are opened to the time of empanelment, the agency / ies should not contact the Bank or any of its employees or representatives on any matter related to the proposal with a view to influence the examination, evaluation, ranking and empanelment. Such an effort shall result in rejection of the proposal. The agency empanelled will have to execute an agreement with the Bank in the format approved by the Bank. The same will be provided after finalization of empanelment. If the selected Agency differs / does not agree on any conditions / terms of the contract, the Bank has the right to appoint the next ranked agency without any obligation or without assigning any reasons to anyone and shall not be held liable for any losses or damages caused by such action. Unless and until a formal Agreement is prepared and executed, this Tender (RFP) together with the written acceptance of the Agency thereof shall constitute binding Terms and Conditions between the parties. 19

20 INSTRUCTIONS FOR TENDERING 1. Before tendering, the Tenderers are requested to carefully examine the Tender Documents, Terms & Conditions of Assignment, Specifications and if there is or appears to be any ambiguity there in, they should immediately refer the matter to IDBI Bank, for clarification. 2. (i) The Tenderer shall complete the annexed form of Tender and information called for therein, and shall sign each of the documents with date. The Authorised signatory of the Tenderer shall initial each page of the Tender Document. (ii) The Tender shall contain a name with designation, an address, Tel. No., and Fax No. for serving notices required to be served to the Tenderer in connection with the Tender. (iii) The signed Technical Bid shall be placed in a sealed envelope clearly marked TECHNICAL BID- Name of Tenderer - Appointment of Advertising Agency for IDBI Bank Ltd. Similarly, the signed Financial Bid shall be placed in a sealed envelope clearly marked FINANCIAL BID-Name of Tenderer - Appointment of Advertising Agency for IDBI Bank Ltd. The envelopes containing the Technical Bid and the Financial Bid shall be placed in an outer envelope and sealed. This outer envelope shall be super scribed Appointment of Advertising Agency for IDBI Bank Ltd- Name of the Tenderer. 3. All forms may please be filled in Arial 12 Font in double spacing format. 4. The Tender shall be accompanied by the document proofs for qualifying requirements in the same order, mentioned in the RFP. Documents not required as part of the Tender should not be provided. 5. All certificates must be on respective letterheads. 6. For any clarification, the tenderer may contact Mr. Sunil Rao, DGM, IDBI Bank, at (022)

21 FORM OF TENDER-Technical Bid Annexure I The General Manager Corporate Communications Division Corporate Strategy and Communications Department IDBI Bank Ltd. 19 th Floor, IDBI Tower, WTC Complex Cuffe Parade Mumbai Subject: Empanelment of Advertising Agencies for IDBI Bank- Technical Bid Having examined the Conditions of Assignment for the above Contract, i.e. Appointment of Advertising Agency for IDBI Bank, we qualify under the minimum eligibility criteria and offer to undertake the work in conformity with the Conditions of Assignment as stipulated in this RFP. Sr Particulars Details No 1. Name of Agency 2. Registered Address 3. Website address 4. Nature of entity (proprietorship/partnership/ private/ public etc) 5. Name of Proprietor / Partners / Directors 6. Date of Incorporation 7. Details of authorized contact person Name Designation Telephone nos Mobile no Address Fax no 8. Net worth ( ) 9. Profit ( ) 10. Gross capitalized Billing Other relevant information We hereby certify that all the particulars given above are correct and true to the best of our knowledge. In case at any stage, it is found that the information given by us is false / not correct, IDBI Bank shall have the absolute right to take any action as deemed fit without any prior intimation to us. 21

22 We undertake to complete and deliver the whole of the works comprised in the RFP and agree to abide by the General Terms and Conditions. We agree to abide by the terms of this Tender from the date fixed for receiving the same or agreed extended period and it shall remain binding upon us and may be accepted at any time before the expiry of the period. Unless and until a formal Agreement is prepared and executed, this Tender together with our written acceptance thereof shall constitute binding Terms and Conditions between IDBI Bank and us. We understand that the Request for Proposal (RFP) does not commit IDBI Bank to reimburse the Participant for any costs incurred in submission of this proposal. All statements in this RFP and any pre-contract negotiations, understandings and agreements resulting from this RFP are preliminary; consequently, IDBI Bank has no obligation to us until a written contract is executed. We understand that IDBI Bank has the right, without assigning reasons thereof, to i) Reject, amend, and modify any condition contained in the RFP ii) terminate this RFP iii) negotiate with one or more Participants iv) Not award the assignment to any of the Participants and / or recommence the entire process. v) Contract with one or more Participants for any reasons whatsoever. vi) Modify the requirements and terms of this RFP and request revised proposals from some or all of the Participants. We understand that IDBI Bank reserves the sole right to decide on the number of agencies and the inter-se allocation of work between them. List of documents attached with the tender (in the same order, mentioned in the RFP Criteria for selection) a) Documents required as per 1 (a) Name of document submitted b) Documents required as per 1 (b) Name of document submitted c).. 22

23 (Please attach the documents in the same order in which they are listed above) Signature of Authorised Person of bidding agency Full Name & Designation of Authorised Person Date: Seal of Agency 23

24 FORM OF TENDER-Financial Bid Annexure II The General Manager Corporate Communications Division Corporate Strategy and Communications Department IDBI Bank Ltd. 19 th Floor, IDBI Tower, WTC Complex Cuffe Parade Mumbai Subject: Empanelment of Advertising Agencies for IDBI Bank- Financial Bid We hereby submit our Financial Bid for selection of Advertising Agency of IDBI Bank Ltd. We unconditionally agree to abide by the Terms & Conditions specified therein. Sr No Particulars 1 Creative commission as % on gross media billing 2 Media commission as % on gross media billing Total Commission (1+2) In figures Details / Charges In words We hereby certify that all the particulars given above are correct and true to the best of our knowledge. Signature of Authorised Person of bidding agency Full Name & Designation of Authorised Person Name of the Bidding Agency Date: Seal of Agency 24

25 Annexure III (On letterhead of the agency duly stamped and signed) DECLARATION-CUM-CERTIFICATE TO WHOM SO EVER IT MAY CONCERN This is to certify that the Agency has not been penalised or found guilty in any court of Law and the agency has not been blacklisted / debarred by any Central / State Government / PSU / Bank / RBI/ IBA / any regulatory authority during last three years i.e. April 2012-March 2015 and April 2015 onwards till date Further, this is to certify that our Agency does not have any legal, civil, criminal, taxation and other cases pending against the company / agency that may have any impact affecting or compromising the delivery of services required. Name: Designation: Date: 25

26 Annexure IV (On letterhead of the client duly stamped and signed) Date: TO WHOM SO EVER IT MAY CONCERN This is to certify that is our empanelled advertising agency for more than years. The performance of the agency is satisfactory during their tenure with us. Name: Designation: 26