1 STATE BANK OF INDIA LOCAL HEAD OFFICE CHANDIGARH REQUEST FOR PROPOSAL (RFP) REF NO. PRD/EMPANELMENT/2018-19/1 EMPANELMENT OF ADVERTISING AGENCIES FOR OUTDOOR PUBLICITY IN CHANDIGARH CIRCLE COMPRISING OF STATES OF PUNJAB, HARYANA, HIMACHAL PRADESH, JAMMU & KASHMIR AND UT CHANDIGARH
2 CONTENTS S.NO. PARTICULARS PAGE NO. 1 REQUEST FOR PROPOSAL (RFP) FOR EMPANELMENT OF OUTDOOR ADVERTISING AGENCIES 1 2 QUALIFICATION CRITERIA AND TERMS & CONDITIONS FOR THE EMPANELMENT OF OUTDOOR ADVERTISING AGENCIES 3-8 ANNEXURE I APPLICATION FOR EMPANELMENT OF 3 OUTDOOR ADVERTISING AGENCIES 9-10
3 PART-I REFERENCE NO. PRD/EMPANELMENT/2018-19/1 EMPANELMENT OF ADVERTISING AGENCIES FOR OUTDOOR PUBLICITY IN CHANDIGARH CIRCLE COMPRISING OF STATES OF PUNJAB, HARYANA, HIMACHAL PRADESH, JAMMU & KASHMIR AND UT CHANDIGARH State Bank of India, constituted under State Bank of India Act, 1955, having its Corporate Centre at Mumbai and one of its Local Head Offices at Chandigarh, invites Sealed Request For Proposal (RFP) for empanelment from the interested Outdoor Advertising Agencies to draw up a panel of agencies for advertisement and publicity requirement of the Bank for its Local Head Office at Chandigarh and its Administrative Offices (AOs) / Regional Business Offices (RBOs) and branches in the states of Punjab, Haryana (excluding Faridabad, Gurugram, Nuh, Palwal and Sonepat districts), Himachal Pradesh, Jammu & Kashmir and UT Chandigarh, through Creative Art Works & Comprehensive Advertisement in OUTDOOR PUBLICITY as per the following schedule. Date Time Date of submission of Application with documents 28/05/2018 Upto 11.30 AM Opening of Application Envelops and Technical Evaluation 28/05/2018 3.00 PM The date of the presentation for the final empanelment shall be communicated separately to the technically evaluated / qualified / eligible / shortlisted agencies. It may please be noted that only technically eligible shortlisted agencies shall be requested for the presentation before the committee of the Bank formed for the purpose. The eligibility criteria / application for empanelment will be posted on our website; www.statebankofindia.co.in; and the empanelment of agencies will be done half yearly by the authorized committee. Thus the empanelment will be a continuous exercise. The empanelment shall be subject to periodic review (at least once in a year). The eligibility criteria may also be reviewed periodically. Interested parties can apply at any time. Evaluation / empanelment will be done half yearly by the authorized committee. QUALIFICATION CRITERIA AND TERMS & CONDITIONS FOR THE EMPANELMENT OF OUTDOOR ADVERTISING AGENCIES FOR OUTDOOR PUBLICITY It is specifically clarified that the applications are invited from the qualified agencies only for the purpose of drawing up a panel of agencies for the publicity and advertising needs of the Bank in Chandigarh Circle. However, the Bank shall be entitled to increase or decrease the number of agencies to be empanelled at its sole discretion. 1. The agency should have a proper full fledged office, having independent media & creative facilities to plan & execute advertisement and publicity campaigns uninterruptedly. The agency should also have advanced communication facilities and network at their respective place of functioning so as to complete the assigned work without hindrance. The agency should have full-fledged Head office / Branch office in area of operation of Chandigarh Circle of the Bank that comprises states of Punjab, Haryana (excluding Faridabad, Gurugram, Nuh, Palwal and Sonepat districts), Himachal Pradesh, Jammu & Kashmir and UT Chandigarh.
4 2. The agency must have experience of having done similar job for reputed PSUs and Banks in Public / Private Sector / Government agency like PWD/CPWD/AAI etc. for a period of not less than 3 years. Certificate from the concerned institutions/ organizations for having completed the job satisfactorily must be attached with the application. 3. The agency must not have been disqualified/ black listed/ terminated or debarred by any Public /Private Banks, IBA affiliates and Public Sector Undertakings, Govt. agencies or any other institution, for any reason whatsoever.. 4. For empanelment of advertisement agencies it is mandatory that the Agency should have made an annual minimum annual turn over of Rs.2.00 Crores for Outdoor Publicity in advertisements during the last three consecutive financial years as per the audited Balance Sheet. The Agency should also have made continuous Net Profit during these last three consecutive years. Balance sheets of the agency for the last three years are to be attached. 5. Agencies to provide list of their clienteles with whom they are empanelled or executed their advertisement and publicity assignments alongwith declaration that no legal action is taken / pending against them in any court under any law which is in force. 6. The agency should have a good and competent creative team for essential client servicing at Head Office/Branch Office situated in Chandigarh Circle. All the applications for empanelment should be supported by the requisite evidential proof as mentioned in the criteria above. 7. The award of the work will be at the sole discretion of the Bank irrespective of the Empanelment of the Outdoor Advertising Agencies at Chandigarh Circle Office. It is further clarified that the empanelment of any agency does not tantamount to an assurance by the Bank for the purpose of awarding any assignment or any service /release of the advertisement. 8. Conditional or incomplete application for empanelment shall be rejected forthwith. 9. The Bank reserves its right to reject any application for empanelment without assigning any reason whatsoever at any stage. 10. It shall be at the sole discretion of the Bank to accord approval for creative concepts or artwork produced by the empanelled advertising agencies. The Bank reserves the right to accept or reject any creative art work at its sole discretion without assigning any reason 11. Agency has to deliver unconditionally the finally approved artwork design/creative in CD/DVD/BETA TAPE or any other suitable form immediately to the Bank for its use in any form as per the requirement of the Bank. Sole ownership rights for use or release will always lie with the Bank. 12. For selection of artwork for Outdoor Publicity, the Bank will invite concept from any one or all the empanelled agencies as per the requirement of the Bank at its sole
5 discretion. The empanelled agency accords its consent to make any changes in the said work as Bank deems it fit. 13. The concept or artwork design of the concerned empanelled Advertisement Agency after final approval by the Bank will be given to the Agency of Release (Media Buying Agency) for releasing the advertisement in Outdoor Media as the case may be, as per the requirement of the Bank. 14. Empanelled agency must carry out the assigned job on the scheduled dates and no changes are to be effected without the express and consent of the Bank. 15. The Bank will not make any advance payment for any activity in normal circumstances. However, bills, if otherwise in order, duly supported by the evidence of the carried out advertisement and authenticated by the empanelled agency would be paid as per below mentioned process: a) 50% of the invoice amount + Taxes shall be paid on presentation of the bill alongwith aforesaid documents. b) Rest 50% shall be paid on the culmination of the publicity campaign, again with support of evidence of the carried out advertisement c) All applicable taxes will be deducted at source (TDS) from the bills as and when paid as required under the Income Tax Act. 16. If the creative provided is not found to be of desired quality then the Bank will have the right to make suitable deductions from the amount payable or reject the media payment bill to the agency at its sole discretion. The decision of the Bank in this regard will be final, and binding of the agency. 17. Artwork designs/creatives finally approved by the Bank should not be shared with or copied in any form to any other organization/institution with whom the Agency is associated. Similarly Agency should not copy, adopt in any form artwork designs of other organizations for developing the creatives for our Bank. In such an event the Bank will not be responsible and any cost, damages, privileges, legal action accruing on account of such action will be at the cost and consequences of the Agency. 18. The Earnest Money Deposit (EMD) for the application related to Empanelment of Outdoor Advertising Agencies for OUTDOOR PUBLICITY shall be Rs. 20,000/- (Rs. Twenty Thousand Only) payable by Demand Draft or Pay Order favoring State Bank of India, payable at Chandigarh which is to be submitted along with the application Form and is refundable only to unsuccessful agencies. Application submitted without EMD will not be entertained. 19. RFP / Application Form will be available on the Bank s website www.statebankofindia.co.in which can be downloaded and submitted to Asst. General Manager, Public Relations & Community Services Banking Department, State Bank of India, Local Head Office, Chandigarh-160017 along with the Earnest Money Deposit by way of Pay Order / Demand Draft favouring State Bank of India, payable at Chandigarh. 20. Government and Honb le Supreme Court and High Court guidelines, provisions of Department of Information & Technology, official language policy, advertising code &
6 ethics and laws governing advertisement must be observed. Act of the agency should not be detrimental to the interest of Bank s brand building exercise. 21. The applicant must submit application in sealed cover addressed to the ASSTT. GENERAL MANAGER (PR & CSB ) LHO, Chandigarh with the heading:- APPLICATION FOR EMPANELMENT OF OUTDOOR ADVERTISING AGENCIES and shall contain the following information: (a) Bio-data in the enclosed format, along with audited Annual financial statements for the last three consecutive financial years. (b) It should be duly signed by authorized persons with date and seal of the firm/ company. (c) Account Payee Demand Draft or Pay Order of Rs.20,000/- (Rupees Twenty Thousand only) for application of Empanelment of Outdoor Advertising Agencies, favouring State Bank of India payable at Chandigarh towards the Earnest Money Deposit (EMD). 22. The Earnest Money Deposit (EMD) of Rs.20,000/- (Rupees Twenty Thousand only) for Outdoor Agencies payable by Demand Draft or Pay Order favouring State Bank of India payable at Chandigarh is to be submitted along with the application Form. Application submitted without EMD will not be entertained. No interest is payable on EMD amount. EMD of unsuccessful Agencies will be returned immediately after the completion of the process of empanelment. EMD of successful Agencies will remain with the Bank till the time agency remains empanelled. The Bank reserves the right to forfeit the EMD amount on termination of the contract or for non-performance or breach of any terms of contract. 23. The applicants short-listed as per the above criteria will be informed by e-mail/ registered post about the date, time and place for the presentation before a Committee of the Bank formed for the purpose. 24. Taxes and Duties: The Agencies shall fully familiarize themselves about all the applicable Taxes on amount payable under the contract. The Agencies, sub Agencies and personnel shall pay such domestic taxes, duties, fees and other impositions (wherever applicable) levied under any relevant law. 25. State Bank of India reserves the rights to amend, modify, add or delete, accept or reject in part or full any condition mentioned as above without assigning any reason thereof. The decision of the Bank will be final and binding on all the agencies. 26. TERMINATION FOR DEFAULT: Penalty Clause: a) If at any time during the continuance of the agreement the said advertisement should temporarily cease to be exhibited by the owner for any cause than in every case the Bank shall either make a proportionate settlement in the said payment of rent for such time the exhibition is impeded or shall get further automatic extension of time/days for the period of non-exhibition without any right to the advertiser to claim expenses/rent for such period.
7 b) Since the advertiser binds himself to properly maintain/install or make any other necessary/adequate arrangements for the proper display and installation of such boards/glow signs as the case may be, and in case during inspection it is found that the publicity is not good/proper condition then the payment for such board/glow sign of the entire month shall be deducted. Exit Clause: In case the advertiser commits breach of the agreed terms or makes any default in the performance of the agreement, the Bank will be at liberty to exit out of the agreement and the advertiser will indemnify Bank for any losses (both recurring/non-recurring) sustained on account of non-fulfillment of the terms and conditions or default. 27. State Bank of India by written notice of 14 days, without prejudice to any other remedy for breach of contract, terminate the contract, may terminate in whole or in part as the case may be: a) If the agency fails to deliver any or all the services within the time period(s) specified in the contract, or any extension thereof granted by the Bank; or b) If the agency fails to perform any obligation(s) under the contract; or c) If the agency does not provide remedy for its failure(s) within a period specified by the Bank after the receipt of default notice; or d) For any other reason deemed appropriate by the Bank. 28. In the event of the termination of the contract in whole or in part, the Bank may procure services from other empanelled agencies, upon such terms and in such a manner as it deems appropriate, for the services/goods similar to those undelivered and the agency shall be liable for payment of such excess cost for such similar services / goods. The agency shall, however, continue to perform the contract to the extent not terminated. The Bank reserves the right to forfeit the EMD amount on termination of the contract. SETTLEMENT OF DISPUTE BY ARBITRATION: 29. Any dispute and difference of any kind whatsoever, arising out of or in connection with this RFP or carrying out of the services, shall be settled amicably. If however, the parties are not able to resolve any dispute or difference amicably, the same shall be referred for arbitration in accordance with the provisions of Arbitration & Conciliation Act 1996 and re-enactment(s) and or modification(s) thereof and of the rules framed there under. The place for the arbitration shall be Chandigarh. Any dispute arising, thereafter, will be subject to the jurisdiction of the Courts at Chandigarh only.
8 RESPONSIBILITIES OF THE ADVERTISING AGENCY: a) If required Preparation of Artwork for different advertisement campaigns and release of the same on Outdoor Media. b) If required Artwork for Hoardings, Banners, posters, designs of all other outdoor media advertisement. c) Organizing events for the Bank whenever required. As Empanelled Advertising Agency is assigned for organizing event or programme, it is implied that they are competent to execute the same activity and they are not subletting the same job to the third party. d) Signage Production & Installation for Branch Network including outdoor & indoor medias for branding as per specifications in the state of Punjab, Haryana, UT Chandigarh, J&K and Himachal Pradesh. e) The agencies must prepare flexes, standees, banners for the Bank for indoor publicity, if required alongwith LED screens and scroll displays. DOCUMENTS TO BE SUBMITTED: a) Brief Profile of the Agency consisting of: i) Constitution Ltd. Company/Pvt. Ltd., Partnership, Proprietorship. ii) Address of Head Office / office at Chandigarh and Branch Offices all over India. iii) Total number of employees working with the company all over India and total employees, creative persons in Head Office / branch office at Chandigarh, if any. b) Name, address and contact number of the authorized person for signing the documents/papers on behalf of the agency and documentary evidence of such authorization, if any. c) List of reputed organizations for which agency has worked earlier (Certificate/Testimonials to be enclosed). d) Copies of audited balance sheet for last three years supported by IT returns and turnover certificate by Chartered Accountant. e) Copy of Pan Card and GST registration certificate f) Copy of Registration/Trade Certificate. g) Bank reserves the right to verify the information submitted by the Agency without recourse. h) EMD DD / Pay Order No. Amount ASSTT. GENERAL MANAGER PR & CSB DEPTT STATE BANK OF INDIA LOCAL HEAD OFFICE CHANDIGARH
9 ANNEXURE - I APPLICATION FOR EMPANELMENT OF ADVERTISING AGENCIES FOR OUTDOOR PUBLICITY IN BRANCHES AND OFFICES OF STATE BANK OF INDIA IN CHANDIGARH CIRCLE COVERING STATES OF PUNJAB, HARYANA, HIMACHAL PRADESH, JAMMU & KASHMIR AND UT CHANDIGARH The Asst.General Manager (PR & CSB Deptt.), State Bank of India, Local Head Office, CHANDIGARH 160017. Date : / / We hereby offer to submit our request for empanelment of advertisement agency of the State Bank of India as per proposal reference no. PRD/EMPANELMENT/2018-19/1, for outdoor publicity and advertisement requirement of the Bank. We have read, understood the contents of RFP and have to further state that we unconditionally accept and abide by the Terms & Conditions specified therein. As per the terms & conditions, we enclose an Account Payee Demand Draft / Pay order number dated for Rs.20,000/- (Rupees Twenty Thousand Only)towards Earnest Money Deposit (EMD) in favour of State Bank of India payable at Chandigarh. Our brief profile is as under: Name of the Advertising Agency 1. 2. 2.A 2.B 2.C 3. Address & Telephone Number Reg./Head Office Whether the Reg./Head Office is owned or rented, If rented, please enclose copy of rent deed. Address of the office in Punjab / Haryana / HP / J&K (If head office/regd. office is not in Chandigarh) Name of Proprietor/Partners /Directors Name of authorized contact person/s, Contact Telephone/ Mobile Number and e- 4 mail address for communication, if any please also attach documentary evidence, if any for such organization. 5 Date of Establishment Job Details- Name of Public/ Private Sector Bank /PSUs & Others, if any, along with (Date/Month/ Year)- Please enclose separate sheet if required 6 With Public Sector Banks With other PSUs Others (If any) Infrastructure
10 Name and Designation of Creative Team 7 Members (duration of service with the firm) No. of Other support staff (If any) Other Details PAN 8 Sales Tax No. VAT / Works Contract Tax No. GST No. 9 Nature of Main Activities Turnover Details of last three consecutive financial years (Copies of Audited financial statement to be enclosed) Rs. in lacs Turnover on account of Gross Year outdoor publicity and Net Profit Turnover advertising 10 2014-15 2015-16 2016-17 2017 18 (Prov) Principal Banker & Their 11 Address 12 EMD DD / Pay Order No. Amount 13. Declaration Self-declaration on the firm/ company s letter head that there are no outstanding Income Tax/ Sale Tax / VAT / Service Tax etc. dues against it. 14. We also declare that we have never been black listed / depanelled by any of its customers/govt. in the past. 15. In case at any stage, it is found that the information given by me/us is false/ incorrect, State Bank of India shall have the absolute right to take any action as deemed fit/without any prior intimation to me/us Yours faithfully, (Signature of the Authorized person) Full name of the Authorized person: Designation: Seal of the firm and date Encl: as above.