TENDER FOR EMPANELMENT OF ADVERTISING AGENCIES FOR PUNJAB NATIONAL BANK

Transcription

1 1 TENDER FOR EMPANELMENT OF ADVERTISING AGENCIES FOR PUNJAB NATIONAL BANK Office of Issue PUNJAB NATIONAL BANK HEAD OFFICE PUBLIC RELATIONS & PUBLICITY DIVISION 5 TH FLOOR, 7 BHIKHAIJI CAMA PLACE NEW DELHI E Mail: hoprpd@pnb.co.in Tel: , Date of Issue 8 th July, 2015 Due date of submission 31 st July 2015

2 2 INTRODUCTION Punjab National Bank with more than 120 years of successful existence, is a renowned brand in the Indian Banking Industry. Today, PNB has one of the largest network of more than 6785 branches and 8391 ATMs spread across length and breadth in India. These networks are catering to around 9 crore valuable customers of the Bank. PNB as a brand is iconic and has the trust and confidence in India. It aspires to further enhance its reach to the people of India, create total brand recognition and be the preferred choice of customers in the banking industry. The bank proposes to enhance its use of the services of the advertising agencies for fostering its reach and brand awareness. For the above purpose, PNB invites proposals from the reputed and qualified agencies for empanelment to the Bank s panel of advertising agencies for rendering the services as mentioned herein. The proposal will be the basis for contract negotiations and ultimately for a signed contract with the selected advertising agencies. Agencies shall bear all costs associated with the preparation and submission of their proposals. PNB is not bound to accept any or all proposals, and reserves the right to annul the selection process without assigning any reason(s), at any stage of the RFP process without incurring any liability or obligations on the Bank. PNB also reserves the right to re-issue the RFP, if the Bank decides so. PNB may in its absolute discretion, but without being under any obligation to do so, update, amend, clarify or supplement the information in this RFP document. PNB also reserves the right to reject all or any agency(ies) without assigning any reasons, whatsoever. 1.0 ELIGIBLITY CRITERIA Agencies should be having resources to handle full-fledged multi-media multi-lingual campaign, including proficiency in proof reading in major Indian languages. Reputed agencies meeting the following minimum qualifying criteria as on the date of RFP are eligible to apply. Agencies not meeting the necessary eligibility criteria will not be considered for further evaluations. a) Total business turnover of the Agency in the last 3 consecutive financial years i.e. F.Y , & shall be minimum Rs.60 crores as per Audited Balance Sheets. (FY provisional Balance Sheet is acceptable subject to submission of Audited Balance Sheet, once shortlisted.) b) The Agency should have full accreditation with Indian Newspaper Society(INS), accreditation or registration with Doordarshan(DD) and All India Radio(AIR) as on date of RFP.

3 3 c) The Agency should have experience of at least 10 years in Advertising field with sufficient staff strength, with full back office support of technical staff viz. creative director, visualisers, designers, copywriters, media planners etc. d) The Agency should have full-fledged Office in Delhi and currently on panel of at least 03 Public Sector Undertakings/Companies in Banking, Financial Services and Insurance(BFSI) sector. e) The Agency shall have an independent creative and media planning team in Delhi and facilities to plan & execute campaigns in all types of media viz. Newspapers, Magazines, TV, Radio, Digital/Social media, Outdoor, any other emerging media etc. f) The Agency should have the resources to handle multi-lingual publicity campaigns, with proficiency and proof reading facilities in all major Indian Languages. g) The Agency shall not have been blacklisted/debarred by any Central/State Government/Public Sector Undertakings/Banks. h) The Agency shall not have been involved in any major litigation that may have an impact affecting or compromising the delivery of services required. l) Agency preferably should be a full service agency offering various services including media buying services (either as an integral part of the agency or group company/subsidiary). The Agency is expected to examine all instructions, terms and specifications of this document. Failure to furnish all information required as per this document or submission of the bids not substantially responsive to this document in every respect will be at the agency s risk and may result in rejection of the bid. 1.1 CONFIDENTIALITY This d o c u m e n t is confidential and is not to be disclosed, reproduced, transmitted, or made available by the Recipient to any other person. The Bank may update or revise the tender document or any part of it. The Recipient accepts that any such revised or amended document will be subject to the same obligation of confidentiality. 1.2 DISCLAIMER Subject to any law to the contrary, and to the maximum extent permitted by law, Bank and its directors, officers, employees, contractors, representatives, agents, and advisers disclaim all liability from any loss, claim, expense (including, without limitation, any legal fees, costs, charges, demands, actions, liabilities expenses or disbursements incurred therein or incidental thereto) or damage (whether foreseeable or not) ( Losses ) suffered by any person acting on or refraining from acting because of any presumptions or information (whether oral or written and whether express or implied), including forecasts, statements, estimates, or projections contained in this tender document or conduct ancillary to it whether or not the Losses arises in connection with any ignorance, negligence, casualness, disregard, omission, default, lack of care, immature information, falsification or misrepresentation on the part of Bank or any of its directors, officers, employees, contractors, representatives, agents, or advisers.

4 4 1.3 COST BORNE BY RECIPIENTS All cost and expenses (whether in terms of time or money) incurred by Agency in any way associated with the development, preparation and submission of responses in pursuant to this document including but not limited to attendance at meetings, discussion etc. and providing any additional information required by the Bank will be borne entirely and exclusively by the Agency. 1.4 NO LEGAL RELATIONSHIP No binding legal relationship will exist between any of the Agencies who has submitted the bid/tender in pursuant to this document and the Bank until execution of a contractual agreement to full satisfaction of the Bank. 1.5 RECIPIENT OBLIGATION TO INFORM ITSELF The Agency must apply its own care and conduct its own investigation and analysis regarding any information contained in the tender document and s h o u l d c h e c k t h e m e a n i n g a n d i m p a c t o f t h e i n f o r m a t i o n c o n t a i n e d i n t h i s d o c u m e n t. 1.6 EVALUATION OF OFFERS Each Agency acknowledges and accepts that the Bank may, in its sole and absolute discretion, apply whatever criteria it deems appropriate in the selection of Advertising Agencies, not limited to those selection criteria set out in this tender document. The issuance of tender document is merely an invitation to offer and must not be construed as any agreement or contract or arrangement. The Agency unconditionally acknowledges by submitting its response to this tender document that it has not relied on any idea, information, statement, representation, or warranty given in this tender document. 1.7 ERRORS AND OMISSIONS Each A g e n c y should notify the Bank of any error, fault, omission, or discrepancy found in this tender document but not later than five business days prior to the due date for lodgment of Response to tender. 1.8 ACCEPTANCE OF TERMS The Agency will, by responding to the Bank s tender document, be deemed to have accepted the terms as stated in this document. 2.0 SCOPE OF WORK: Punjab National Bank will require the services of the advertising agencies for the below mentioned broad categories of the work.:-

5 5 2.1 Punjab National Bank proposes to empanel advertising agencies for the term mentioned in the Scope of Engagement as follows: a) To design, develop & release the Bank s creative in Advertising Campaigns in all types of media viz. Print, Electronic, Outdoor, digital/social media etc.& any other media as decided by the Bank. b) To design, develop & release Bank s Notice Advertisements and Tender Advertisements and other jobs as decided by the Bank. c) Conceptualization and designing of creative campaigns for reinforcement, extension, enhancement and promotion of Punjab National Bank Brand. d) Developing creative at their cost for release of advertisements in various media like print, TV, Radio, outdoor, digital/social, cinema(including multiplexes), films, digital signage, solution, etc. and printed publicity material like brouchers, booklets, posters, folders, annual reports, calendars, handouts, banners, diaries, presentation items, etc. e) Planning cost effective Media Campaigns for Punjab National Bank f) Release of advertisements in various Media like Print, TV, Radio, Digital, Outdoor activities etc. in India/abroad. Job(s) for release of advertisement in print/electronic/digital and other media shall be assigned to the agency whose design/concept is finally approved by the Bank out of various designs/concepts artworks submitted by the empanelled agencies and Bank shall not be liable to pay any amount on account of conceptualization/designing/artwork etc. to the agencies for their concepts/designs not selected by the Bank. However, it is at the sole discretion of the Bank: -to assign the work to any empanelled advertising agency -to invite media plan from all or selected empanelled agencies as per the Bank s need -to negotiate directly with the media for release of advertisement -to select any suitable selection method which may emerge from time to time. g) Any other work related to media campaigns, artworks, designs, etc. h) Audio/video advertisement through TV Commercials/promos, Radio Jingles and Audio Clips, short films/documentaries etc. i) Digital Media like SMS, Social Networks, Websites, Banners, s, Caller Tunes, etc. Campaigns and emerging other medias. j) All advertising material to be released on Bank s behalf should be duly approved by the Competent Authority(ies) of the Bank. k) The design/concept developed by the agency and selected by the Bank shall be the sole property of the Bank and, as such, the concerned agency shall not have any

6 6 right to use the same anywhere else. Further, the same can be released directly in media by the Bank at any time, at its sole discretion l) Publicity campaigns, Notice/Tender advertisements should be in Hindi, English and/or other regional languages as may be approved by the Bank from time to time. m) Monitoring and Reporting on campaign performance on day to day basis. n) Advise on other evolving media. 3.0 CONFLICT OF INTEREST 3.1 PNB requires that empanelled agencies provide professional, objective and impartial services and at all times hold PNB s interests paramount, strictly avoid conflicts with other Assignment(s)/ Job(s) or their own corporate interests and act without any expectations/ consideration for award of any future assignment(s) from PNB. 3.2 Empanelled agencies shall have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of PNB, or that may reasonably be perceived as having this effect. If the Empanelled Agencies fail to disclose said situations and if PNB comes to know about any such situation at any time, it may lead to the disqualification of the Empanelled Agencies during bidding process or the termination of its Agreement during execution of assignment. 3.3 Employees of PNB shall not work as, for or be a part of the firm/company or Empanelled Agency(ies). Similarly employees of the agency shall not have any right of employment in the Bank. 4.0 PERIOD OF EMPANELMENT Bank proposes to empanel the advertisement agencies for a period of THREE years. The initial appointment shall be for a period of one year, however, the same can be extended for further period at the sole discretion of the bank, if the services are found to be satisfactory. 5.0 PERFORMANCE OF THE AGENCY PNB requires that the empanlled agency shall deliver and perform services in accordance with the time schedule specified by the Bank in its work order or request for creative requirement. It also covers Saturdays/Sundays and other holidays where the bank may require services. In case the services are not made available in the stipulated delivery period, as indicated in the work order or request the Bank reserves the right either to short close / cancel the work order or request and / or recover liquidated damage charges. The cancellation / short closing of the order shall be at the risk and responsibility of the agency. Any delay by the empanelled agency in the performance of its delivery obligations, shall render the agency liable to imposition of liquidated damages,

7 7 and/or termination of the contract for default and/or any other action viz. black listing/ circulation in industry etc. as it may deem fit. 6.0 TERMINATION FOR DEFAULT The Bank may, without prejudice to any other remedy as may be available for breach of contract, by a written notice, sent to the Agency, may terminate the contract in whole or in part, once any default is noticed. a. if the empanelled agency fails to deliver / undertake any or all of the services within the time period(s) specified in the contract / work schedule/request, or any extension thereof granted by the Bank; b. If the empanelled agency fails to perform any other obligation(s) under the Contract. In the event, the Bank terminates the contract in whole or in part pursuant to the above, the Bank reserves the right to get the remaining services executed by another Agency of its choice, by giving one month s notice and in that eventuality the Agency is bound to make good the additional expenditure, that the bank may have to incur in executing the remaining part of the contract. 7.0 PAYMENT TERMS Bank will pay charges or commission for the various services rendered by the empanelled agencies, as detailed below: CREATIVE CHARGES 7.1 No creative charges will be paid to any empanelled agency. However, creative commission charges will be paid to the empanelled advertisement agency, whose creative / campaign is released by the Bank in print/ electronic/web and digital media, as commission to the amount of media release (Print and Electronic, Digital) and such other innovative media which may emerge from time to time. This rate of commission is termed as Rate of Creative Commission. This rate is required to be quoted in the Commercial Bid by all the agencies. Upon empanelment as bank s advertisement agency, the above Rate of Creative Commission will be finalised as per the formula discussed under Evaluation Criteria. The Bank will not pay any creative charges other than Creative Commission to the Creative Agency at the contracted rate (L1) quoted as per bidding process invited by the Bank. Creative Commission includes fees for taking brief from client, submission of creative concepts, layouts to the Bank for further use in ads/exhibits/leaflets/promo material etc., supplying print ready files, from story board/script to production for TV/ Radio, preparing material for sending for print ads, language translation and proof reading, taking Bank s approval before release, pre & post release surveys, management of exhibitions, monitoring supervision of third party jobs, retrieval of past creative, submission of any type of MIS required by the Bank etc. However in case of Production of TVC/film involving considerable cost, Bank at its sole discretion may

8 8 consider payment of cost of production if situation demands so or mutually agreed contracted cost. 8.0 SPECIAL PROJECTS Agencies will be required to undertake special projects like market research, event management, etc., which are not part of day-to-day requirements. In such cases, Bank will seek the empanelled ad agencies to submit their technical and commercial proposals and decide on the costs, etc. 9.0 OTHER TERMS Payments, if any, shall be made subject to deductions of TDS and such other taxes as may be applicable from time to time. The agency shall be fully responsible for all claims made by any third party and shall also be responsible for all expenses incurred by the Bank in any litigation initiated by any third party. The Agency shall implement the work assigned to it by the Bank on receiving written approval of its estimate submitted to the bank. No other incentive other than commission fee shall be payable for advertising activity on any media where releasing function is required. The agency shall fully indemnify, defend and hold Punjab National Bank harmless from and against all claims, liabilities, losses or damages, recoveries, proceeding, damages actions, judgments, costs, charges and expenses which may be made or brought or commenced against Punjab National Bank or which Punjab National Bank may or may have to bear, pay or suffer, directly or indirectly in connection with any breach of terms and conditions of contract by the agency or its agents, employees, officers or any matters arising upon or by virtues of the contract. The Bank, may, at any time, by a written order given to an agency, make changes within the general scope of the contract related to terms & references, enlarging the scope, analysis or specifications. If any such change causes an increase or decrease in the cost of, or the time required for the execution of the work, an equitable adjustment shall be made in the contract price or delivery schedule, or both, and the work order shall accordingly be amended SELECTION PROCEDURE Bank will formulate a committee(s) for making technical and commercial evaluation. This committee(s) will supervise the activities relating to evaluation of technical bids, opening of commercial bids, final selection of the panel of advertisement agencies, negotiations (if any) on various terms and conditions, etc.

9 TECHNICAL EVALUATION The process of evaluation is detailed hereunder: All the bids (applications) will be evaluated based on Eligibility Criteria mentioned under para No Bank will short-list those agencies which are satisfying the eligibility criteria in all respects and declare the agencies which are technically qualified for further evaluation. The above short-listed agencies will be advised to make a presentation to the Evaluation Committee on their capabilities, experiences, etc and showcase their work done for other clients. These agencies will be given sufficient notice for this presentation. This presentation will include a strategy suggestion for the Punjab National Bank, outlining the agency s understanding of the bank. The broad (indicative) evaluation criteria are as below: Sr. Criteria 1 Average Turnover for the last three financial years , & Total Staff Strength 3 Empanelment with PSUs/PSBs/BFSI 4 Experience in Advertising Business/Awards won etc 5 Presentation Based on the above evaluation, bank will assign marks to all the above agencies and rank them accordingly. Based on a minimum marks fixed by the Bank, at its discretion, Bank will short-list agencies and these agencies will be called Qualified Agencies. These Qualified Agencies will be considered further for Techno- Commercial Evaluation. The evaluation score given to these agencies will be taken for further consideration TECHNO-COMMERCIAL EVALUATION Bank, in this document, requests all the bidders to submit their Commercial Bid in the prescribed format. This format requires the applicants to quote the Rate of Creative Commission. This Rate of Creative Commission will be considered as primary parameter for techno-commercial evaluation. The commercial bids of these Qualified Agencies will be opened in the presence of representatives of these agencies.

10 10 In order to give due importance to the technical strengths of ad agencies, it has been decided to give weight age to both technical score and Rate of Creative Commission. A Score will be calculated for all Qualified Agencies using formula, given below: LC T Score = x Wt (1 Wt) C HT LC = Lowest Rate of Creative Commission among the qualified agencies. C = Rate of Creative Commission quoted by each agency T = Technical Evaluation Score HT = Highest Technical Evaluation Score among the Qualified Agencies Wt = Weightage for Commercial evaluation = 60% (1 Wt) = Weightage for Technical evaluation = 40% The following is an illustration of the above procedure: No Service Provider Technical Rate of Score Evaluation Score Creative 1 XYZ Ltd 60 7 % 86.7 % 2 ABC Ltd 90 8 % 92.5 % Ltd 90 9 % 86.7 % In the above example, ABC Ltd will become L-1 Based on this Score, the agencies will be ranked. Agency scoring the highest Score is considered as L-1 and the Rate of Creative Commission quoted by this agency will be treated as benchmark rate for creative commission. Since Bank is proposing to empanel FIVE agencies for corporate empanelment, Bank would invite the top FIVE agencies based on the above Score and seek the agencies to match the benchmark Rate for Creative Commission. Agencies agreeing to this arrangement will be considered for empanelment. In case any of the agencies under consideration for empanelment has quoted the rate lower than the benchmark rate of creative commission, then the lower rate quoted by them will only be the Rate of Creative Commission for that selected agency. However, the Bank shall be entitled to increase or decrease the number of agencies to be empanelled at its sole discretion. The Rate of Creative Commission so computed and mutually agreed between the Bank and the respective Agency shall remain fixed during the entire period of contract as detailed in para no. 3.0 and shall not be subject to variation on any account.

11 SUBMISSION OF BID Interested agencies may submit the sealed bid in two envelopes as detailed below: 11.1 SEALED ENVELOPE I It will contain the Technical bid for empanelment of Advertising agency as per format (Annexure 1) enclosed, duly signed by authorized representative of agency with company seal. This envelope will be super-scribed as Tender for empanelment of Advertising agencies Technical Bid. The name and address of the agency should be mentioned on each envelope. The Technical Bid prepared by the agency shall comprise the following components: Technical bid as per the format (Annexure 1) Corporate brochure of the agency Documentary evidence establishing the agency s eligibility to bid and qualification to perform the contract if the bid is accepted. Copy of Article and Memorandum of Association / Partnership deed or Proprietorship deed, if any. In case of Article/Memorandum of Association, the scope of work must indicate Advertising as business of the firm. In case of any change in the agency s status due to Merger or Acquisition etc, Kindly provide the documents to support the statutory positions of the agency. Certificate of incorporation. Copy of Service Tax Registration, latest Income Tax Return / PAN Card. Proof of major campaigns handled: sample documents like creatives/artwork of published advertisement, Video CD and Audio CD of TVC, Radio jingles, corporate films done for any recognized corporate house, any artwork/designs that the agency wishes to submit additionally in support of competency in respective field An undertaking that the agency, if appointed for empanelment, shall appoint separate teams to handle the competing clients if any, who are in the same business in India as Punjab National Bank to avoid clash of interests and maintenance of secrecy. An undertaking to the effect that agency shall itself, for the activities like posters, photographs, exhibitions, TV/ Radio Jingle, Web/ CD based production etc. or any other services as desired by the bank, use only authorized captions, images, footages etc for the Bank work and shall indemnify Punjab National Bank for any losses or damages and including litigation, if any, arise due to use of such products/ materials for Punjab National Bank marketing activities.

12 SEALED ENVELOPE II It should contain Commercial bid as per Annexure 2 duly signed by authorized representative of agency with company seal and super-scribed as Tender for empanelment of Advertising agencies Commercial Bid. Open envelopes or envelopes which are not sealed will not be accepted OTHER TERMS AND CONDITIONS 12.1 SUBCONTRACTS The Agency as and when required may subcontracts the work 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 solely responsible for the performance of sub contractors appointed by it SUBMISSION OF BIDS Tender complete in all respects may be submitted only in person to A s s i s t a n t General Manager, Punjab National Bank, P R & P u b l i c i t y D i v i s i o n, H e a d O f f i c e, 7, B h i k h a i j i C a m a P l a c e, N e w D e l h i on Bank s working days from Monday to Friday: Time am to 5.00 pm and Saturday am to 2.00 pm. Tenders received after due date & time shall not be entertained. Tenders received by post or courier will also not be entertained SUBMISSION, RECEIPT, AND OPENING OF PROPOSAL: The original proposal, in English language, shall contain no interlineations or overwriting, except as necessary to correct errors made by the Agencies themselves. The person who signed the proposal must authenticate such corrections. An authorized representative of the Agency shall authenticate/sign all pages of the original Proposal. The authorization of such a representative shall be in the form of a letter or in any other form demonstrating that the representative has been duly authorized to sign and submit the proposal and shall be enclosed to the Proposal. The signed proposal shall be marked ORIGINAL. Punjab National Bank shall at its discretion, extend this deadline for submission of bids by amending the bid documents, in which case all rights and obligations of Punjab National Bank and agency previously subject to the deadline will thereafter be subjected to the deadline as extended. Any bid received by Punjab National Bank after the deadline for submission of bids shall be rejected outright.

13 MODIFICATION AND WITHDRAWAL OF BIDS The agency may modify or withdraw its bid after submission provided that the written notice of the modification or withdrawal is received by the Bank before the deadline prescribed for submission of bids. Modification or withdrawal notice shall be prepared, sealed, marked and dispatched by the agency. A withdrawal notice may also be sent by FAX but followed by the signed confirmation copy by post or courier, not later than the deadline for submission of bids. No bid shall be modified subsequent to the deadline for submission of bids CLARIFICATION OF BID DOCUMENTS BY AGENCY A prospective agency, requiring any clarification on the Bid Documents shall notify Punjab National Bank in writing or by at Punjab National Bank s mailing address indicated in the invitation of Bid at least 7 days prior to submission of the tender. Punjab National Bank shall respond in writing or by to any request for the Clarification of the Bid Documents, which it receives not later than 2 days prior to the date of submission of the Tenders. Such queries (without identifying the source) will be clarified by Punjab National Bank and will be displayed on Bank s website CLARIFICATION OF BIDS BY BANK To assist in the examination, evaluation and comparison of bids, Punjab National Bank may, at its discretion ask the agency for the clarification of its bid. The request for the clarification and the response shall be in writing. However, no post bid clarification at the initiative of the agency shall be entertained AMENDMENTS IN DOCUMENTS At any time, prior to the date of submission of Bids, Punjab National Bank may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective agency, modify bid documents by amendments. The amendments shall be notified in Bank s website and these amendments will be binding on the agencies. In order to afford prospective agencies a reasonable time to take the amendment into account in preparing their bids, Punjab National Bank may, at its discretion, extend the deadline for the submission of bids suitably RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS Punjab National Bank reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids, at any time prior to award of contract without assigning any reason whatsoever and without thereby incurring any liability to the affected agency or agencies on the grounds of Punjab National Bank s action.

14 OPENING OF BIDS BY PUNJAB NATIONAL BANK Punjab National Bank shall open the Technical (Envelope I) and the Evaluation Committee will study the technical bids. The commercial bid will be opened only for agencies declared eligible and selected after technical evaluation as mentioned in this document. The commercial bid will be opened on a fixed date in the presence of authorised representatives of the bidders and will be intimated to all eligible agencies at least two days in advance AWARD OF EMPANELMENT Punjab National Bank shall consider empanelment of Agencies, whose offers have been found technically, commercially and financially acceptable and evaluated as the most suitable by Punjab National Bank. Selected Agencies will have to enter into an agreement with Punjab National Bank ASSIGNMENTS The Agency agrees that the Agency shall not be entitled to assign any or all of its rights and or obligations under this Tender and subsequent Agreement to any entity including Agency s affiliate without the prior written consent of the Bank. If the Bank undergoes a merger, amalgamation, takeover, consolidation, reconstruction, change of ownership, etc., this tender shall be considered to be assigned to the new entity and such an act shall not affect the rights of the Agency under this tender. DOCUMENTS REQUIRED Copies of Documents required to be submitted along with the proposal: i. Certificate of Registration, PAN Card, Service Tax Registration; ii. Memorandum/Articles of Association/Constitutional documents/partnership Deed (as applicable) iii. The audited Balance Sheet, Profit & Loss A/c and Auditors Report for last three financial years i.e , , to been enclosed; iv. Latest Certificate of full accredition with INS, latest certificate of accredition or registration with Doordarshan & All India Radio. v. Office Address Proof of Mumbai, Delhi Offices and other offices, if any, viz. Electricity Bill, MTNL/BSNL Landline No., Shop & Establishment License, registered rent agreement/registered leased deed etc. vi. List of Employees Branch Office wise & Break up of Permanent or on retainer ship basis employees. vii. List of Banks/Public Sector Undertakings(PSU)/Financial Institutions(FI) or any other major corporates in Banking, Financial Services & Insurance(BFSI) sector where agency is currently empanelled. Certificate of Empanelment from concerned Bank/PSU/FI/Corporates in BFSI as per Annexure III (not more than 15 days old) in support thereof to be enclosed.

15 15 viii. Copies of work order for releasing major advertising campaigns of single product/services/brand campaign undertaken during the last three financial years along with satisfactory performance certificate for the same from the Advertiser/client as per Annexure 5. ix. Declaration-cum-Certificate on the letterhead of the agency as per Annexure 6 stating that No overdue to any publication/electronic/digital/any other media for more than 90 days; The agency has not been blacklisted by any Central/ State Government / Public Sector Undertakings/ Banks/ Indian Banks Association/Reserve Bank of India or any other Corporate(s) or regulatory authority; No legal, civil, criminal, taxation and other cases pending against the firm/ Company that may have an impact affecting or compromising the delivery of services required. x. The format for proposal for selection of advertising agencies is as per Annexure 3 and the format for Certificate required for Empanelment is as per Annexure GENERAL CONDITIONS The general condition shall apply in contracts made by the Bank for availing the services of empanelled agency. The empanelled agency shall abide by all relevant rules and regulations of the Government as issued from time to time and also to obtain all licenses, consents and permits, as may be required for the delivery / performance of the services from time to time. Agency shall be responsible for adhering to norms of Advertising Standards Council of India (ASCI). Agency shall keep informed Punjab National Bank about any change in accreditation status of the agency with INS, Doordarshan, AIR etc. All rights for reproduction, editing and future use of the creative layouts accepted for release and/or released by the bank shall be with Punjab National Bank unless otherwise stated explicitly & agreed by Punjab National Bank at the time of accepting the layout. The agency shall indemnify Punjab National Bank against any third party claims of infringement of patent, copyright, trademark or industrial design, intellectual property rights arising from use of any design/model if any under the scope of contract including all legal and court costs and expenses, court awarded damages/compensation, out of pocket expenses etc incurred by Punjab National Bank. The empanelled Agency at its own cost will defend or settle any claim against Punjab National Bank to the effect that the empanelled Agency infringed any Intellectual Property Rights, trade mark, copy right etc. of any person (including third party). In the event of any actions being contemplated or instituted against the Bank, for alleged infringement of any intellectual property right or other statutory or common law rights, the Bank reserves the right to cancel immediately its contract or part thereof yet to be undertaken and the Agency shall compensate /

16 16 repay the Bank any of the commission already paid to the Agency or any other loss that might be incurred by the Bank. Punjab National Bank through its authorized officers shall have right to inspect the services regarding conduct of Advertising services for the Bank. Should any inspection point to the need of improvement, the necessary alteration shall be incorporated free of cost by the agency. Punjab National Bank reserves the right to disqualify such agencies who have a record of not meeting contractual obligations against earlier contracts entered into with Punjab National Bank. Punjab National Bank reserves the right to blacklist an agency for a suitable period in case the agency fails to honor its bid without sufficient grounds. The Selected agency shall ensure secrecy of Advertising related brief, other data which is shared, its findings & recommendations etc. The selected agency/ agencies shall ensure proper typography and lay out for each advertisement so that minimum space will be spent as far as possible In case Punjab National Bank desires the advertisement or other services to be published/ broadcasted in any other regional languages, free translation of advertisement text from English to regional languages shall be done by the agency free of cost and vice versa. It shall be obligatory on the part of agency to share the sources of secondary data, primary data, Punjab National Bank interviews/questionnaires etc. and any other items, which are not proprietary property of the agency. Models / actors used for Punjab National Bank for campaigns, individual advertisements etc. will be selected by the Bank. The Earnest Money Deposit (EMD) for the application related to Empanelment of Advertising Agencies shall be Rs /- (Rupees Two lac only) payable by Demand Draft or Pay Order favoring Punjab National Bank payable at Delhi is to be submitted along with the application Form and is refundable only on the non-acceptance of the offer. Application submitted without EMD will not be entertained. The empanelled Agency shall not use the name of the Bank or its logo to promote their business without prior permission from Punjab National Bank CONTACTING PUNJAB NATIONAL BANK No agency shall try to influence Punjab National Bank on any matter relating to their bid, from the time of the bid opening till the time the contract is awarded. Any effort by an agency to influence Punjab National Bank in bid evaluation, bid comparison or contract award decision shall result in the rejection of the bid.

17 SETTLEMENT OF DISPUTE BY ARBITRATION Any disputes and difference of any kind, whatsoever, arising out of or in connection with this contract 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 any re-enactment(s) and or modification(s) thereof and of the rules framed there under. The venue for the arbitration shall be Delhi GOVERNING LAW This document and services hereunder shall be governed by and construed and enforced in accordance with the Laws of India and only the courts in D e l h i shall have exclusive jurisdiction for any dispute arising out of as in relation to this tender. 17. The details of documents annexed in this document are as under : Section Heading Annexure 1 Particulars for empanelment of advertising agencies Technical Bid Annexure 2 Particulars for empanelment of advertising agencies Commercial Bid Anneuxre 3 Format of proposal for selection of advertising agency Annexure 4 Format of certificate required for empanelment Annexure 5 Format for requirement for satisfactory completion of media campaign Annexure 6 Format for Declaration-cum-Certificate for No Overdues to any publications, Non blacklisting by any Company and No legal/criminal/taxation/other case pending General Manager PR & Publicity Division Punjab National Bank Head Office Bhikhaiji Cama Place New Delhi

18 18 Annexure 1. PARTICULARS FOR EMPANELMENT OF ADVERTISING AGENCIES TECHNICAL BID (To be submitted by advertising agencies on their letter heads) The General Manager PR & Publicity Division Punjab National Bank Head Office Bhikhaiji Cama Place New Delhi Dear Sir/Madam, We hereby offer to submit our request for empanelment of advertisement agency of the Punjab National Bank as per Tender Notice no. for Empanelment of Advertising Agencies. We unconditionally agree to abide by the Terms & Conditions specified therein. As per the terms & conditions we have enclosed an Account Payee Demand Draft / Pay order of Rs.2,00,000/- (Rupees Two Lac Only) towards Earnest Money Deposit (EMD) in favour of Punjab National Bank payable at New Delhi. Our brief profile is as under: Sr. Particulars Details/Remarks 01. Name and contact details of Agency head office. 02. Contact details of Agency Delhi office. 03. Contact details of Agency other offices. 04. Legal status of agencies (Proprietor/Partnership/Private Ltd./Public Ltd.) Proof to be attached 05. Year of establishment 06. Accreditation details 07. Name of Managing Director, Directors, top management / key personnel 08. The contact details of officials proposed for handling Punjab National Bank account (separate sheet may be enclosed with Bio-data and other details).

19 List of clients presently serving. (A comprehensive list of important clients, including those of PSU / Government client). 10. List of banks served in last 3 years 11. Have you served Punjab National Bank recently or in the past, if so, please attach copy of appointment of empanelment and other suitable proof such as copies of work orders at various times. 12. Details of awards in print media / visuals from the reputed publications like ASCI etc. (attach copies of certificates). 13. Why do you think that you are suitable for empanelment with Punjab National Bank. 14. Infrastructure facility available with the agencies. Are you a full service agency or limited service agency? No. of persons working (separately for different offices) Whether Art Deptt. Exists. No. of creative team member. If the full-fledged studio exists (Details) Language Translation facility Recording facilities. Number of Media experts Media survey subscriptions such as TAM,NRS, IRS, ABC etc. Research/Analysis tools Power backup. Computer hardware and software facilities. Working Days and hours. Any other

20 Financial details Total billing for the year (Attach certified copy of audited balance sheet, P& L A/c. and income statement ) PAN of 16. the Agency. 17. Service tax no. (Attach copy ) 18. TAN No. (Attach copy ) 19 Principal Banker & their Address 20 Banker s Cheque / DD detail 21 Any other information that the agency would like to submit. If needed, the agency can use separate sheets explaining these points. I/we hereby certify that all the particulars given above are correct and true to the best of my/our knowledge. I/we certify that if appointed for empanelment, I/we shall appoint separate teams for any competing clients who are in the same business as Punjab National Bank to avoid clash of interests and maintenance of confidentiality. In case at any stage, it is found that the information given by me/us is false/incorrect, Punjab National Bank shall have the absolute right to take any action as deemed fit/ without any prior intimation to me/us. (Signature of the Authorized person) Full name of the Authorized person: Designation: Seal of the firm and date

21 21 Annexure 2 PARTICULARS FOR EMPANELMENT OF ADVERTISING AGENCIES COMMERCIAL BID (To be submitted by advertising agencies on their letter heads) The General Manager PR & Publicity Division Punjab National Bank Head Office 7 Bhikhaiji Cama Place New Delhi Dear Sir/Madam, We hereby submit our Commercial Bid for empanelment of advertisement agency of the Punjab National Bank as per proposal reference no. We unconditionally agree to abide by the Terms & Conditions specified therein. Sr. Particulars 01. Name and contact details of agency Head office. 02. The contact details of person authorized to make commitments to the Bank 03. Creative Commission fee as a % of total media cost for new creative for print and electronic media/digital media. Details/Remarks / Charges I/we hereby certify that all the particulars given above are correct and true to the best of my/our knowledge. I/we certify that if appointed for empanelment, I/we shall appoint separate teams for any competing clients who are in the same business as Punjab National Bank to avoid clash of interests and maintenance of secrecy. In case at any stage, it is found that the information given by me/us is false/incorrect, Punjab National Bank shall have the absolute right to take any action as deemed fit/ without any prior intimation to me. (Signature of the Authorized person) Full name of the Authorized person : Designation : Seal of the firm and date

22 22 FORMAT OF PROPOSAL FOR SELECTION OF ADVERTISING AGENCY: Sr. Brief Description No. 1. Name of the Agency/Firm ANNEXURE 3 2. Constitution of Agency 3. Address of Registered Office with Contact Person(s), Telephone Nos., Mobile Nos. 4. Addresses of Branch Offices with Contact Person(s), Telephone Nos., Mobile Nos. 5. Name of the Proprietor/Partners/Directors 6. Date of Establishment 7. No.of years in Advertising Business 8. Details of Employees a) Creative Artists (Nos.) b) Media Planner(Nos.) c) Client Servicing (Nos.) d) Other Staff (Nos.) (Branch Office wise No.of employees, list alongwith permanent employees or on retainer-ship basis details) 9. Financial Position : (Rs. in Crs) , , Turnover Profit Networth (Copies of Audited Balance Sheet, Profit & Loss a/c with Auditors Report to be enclosed for last 3 years as mentioned above) 10. INS Accreditation : (Copy of Certificate to be enclosed) Yes/No Since: yrs

23 Doordarshan accreditation/registration : Accreditation/Registration Since: yrs AIR accreditation/registration: (Copy of accreditation/registration certificates to be enclosed) 12. List of Banks/PSUs/FI or any other major corporates of BFSI Sector where agency is currently empanelled. Accreditation/Registration Since. yrs (Empanelment Certificate (not more than 15 days old) in support thereof to be enclosed as per Annexure III) 13. Details of key personnel, if agency is empanelled, who will work with PNB with age, qualifications, experience(in years), notable skills and achievements etc. as per Annexure VI 14. List of Major Corporate Clients Serviced: Sr. No Name of the Client Billng for Billing for Billing for Sr.No. Name of Campaign Media Used Amount Spent Name of Client

24 Major Campaigns Handled for Single Product/Services/Brand during the last three financial years : (The work order(s) for major campaigns for single product/services to be enclosed alongwith performance certificate as per Annexure 5)

25 Whether agency has resource (In-house or Outsourced) to handle multi-lingual publicity campaigns, with proficiency and proof reading facilities in all major Indian Languages. Yes/No If Yes, Inhouse/Outsource 17. Whether backlisted by any Central/State Government/Public Sector Undertakings/any other Corporate(s) 18. Whether involved in any major litigation or any legal, criminal, civil, taxation and other cases pending against the company Yes/No Yes/No If yes We certify that the above particulars are correct and we understand and agree that if any statement is found to be false or not correct, PNB reserves the right to remove our name from the panel, if empanelled, with immediate effect and PNB s authority in this regard is full and final. We understand and agree that the empanelment does not obligate PNB in any manner. We also understand that PNB has the right to cancel the name of the agency from the approved lists at its absolute discretion at any time during the term of the empanelment. Signature of Authorized person: Signed at dated by Designation for Agency Seal of Agency:

26 26 Annexure 4 (On letterhead of the Company duly stamped and signed) Date : TO WHOM SO EVER IT MAY CONCERN This is to certify that M/s. is our empanelled advertising agency for more than. Years. The performance of the agency is satisfactory during their tenure with us. (AUTHORISED SIGNATORY) NAME : DESIGNATION:

27 27 23 Annexure 5 (On letterhead of the Bank/Company duly stamped and signed) Date : TO WHOM SO EVER IT MAY CONCERN This is to certify that M/s. has satisfactorily completed the. Media campaign of our bank/company during the period from. To (AUTHORISED SIGNATORY) NAME : DESIGNATION:

28 28 Annexure 6 (On the letterhead of the Agency duly stamped and signed) DECLARATION-CUM-CERTIFICATE TO WHOMSOEVER IT MAY CONCERN This is certify that our Agency does not owe any money to any Publication/TV Channel/Radio or any other media for more than 90 days and our Agency has not been backlisted by any Central/State Government/Public Sector Undertakings/Banks/RBI/IBA/any other Corporates/any regulatory authority. 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 an impact affecting or compromising the delivery of services required. NAME : DESIGNATION: (AUTHORISED SIGNATORY)