LETTER OF INVITATION FOR EMPANELMENT. Ref: 1/03/208/PR October 19, Empanelment of Advertising Agencies

Transcription

1 LETTER OF INVITATION FOR EMPANELMENT Ref: 1/03/208/PR October 19, 2013 To, All INS-accredited Advertising Agencies Sub : Empanelment of Advertising Agencies The Power Finance Corporation Limited (PFC) is the premier Financial Institution dedicated to the Power Sector and is a Navratna Public Sector Enterprise with Excellent track record and performance. PFC has been continually striving to achieve greater heights in performance. PFC intends to empanel reputed and professionally-managed Advertising agencies with good track record for undertaking various advertisement-related jobs at its Corporate office and other offices in New Delhi. The details of Procedure for empanelment; Qualifying Criteria; Scope of work; Terms & Conditions for empanelment etc. are displayed on our website and on Government website. The offer document may be downloaded from these websites. You are requested to provide the relevant information as mentioned in the enclosed Annexures. A Demand Draft/ Banker s cheque of Rs.10,000/- (Rupees Ten Thousand only) in favour of Power Finance Corporation Ltd", payable at New Delhi is to be submitted along with the offer document as the Non-refundable Processing Fee. The last date for submission of application is 11 th November, 2013 (upto a.m.) In case of any queries/ clarifications, you may please get in touch with the undersigned at on any working day between 9.00 am to 5.30 p.m. The short-listed Agencies, on the basis of evaluation of offers, shall be subsequently intimated by way of a letter. Thanking you, Yours Sincerely, Sd/- (Om Prakash) Addl. General Manager (PR) 1

2 POWER FINANCE CORPORATION LIMITED (A Govt. of India Enterprise) PR UNIT Urjanidhi 1, Barakhamba Lane, New Delhi Offer Document for Empanelment of Advertising Agencies Date:19/10/2013 2

3 I N D E X Serial No. Subject Page No. 1.0 Introduction Scope of work Duration of Empanelment Procedure for Empanelment Submission of Offer Document Qualifying Criteria Evaluation Criteria / Process Review of Performance Job allocation Annexure - I Annexure - II Form Form Form

4 1.0 Introduction The Power Finance Corporation Ltd. (PFC) is a Navratna Public Sector Undertaking under the Ministry of Power. PFC is a leading Financial Institution engaged in financing various power projects in the country. The key borrowers of the Corporation include State Power Utilities/Central Sector Organisations, Joint Sector Power Utilities, Independent Power Producers, Captive Power units etc. The Corporation raises resources at most competitive rates from both domestic as well as international markets from time to time. The Advertising Agencies shall be primarily responsible for publicity and media campaign requirements of the Corporation from time to time and to highlight major developments and achievements of the Power Sector in general and PFC/Ministry of Power in particular. 2.0 Scope of Work The Scope of Work for the empanelled agencies is defined in Annexure I. Any other work related to corporate publicity, media campaign, printing etc. will also be forming part of the scope as decided from time to time. 3.0 Duration of Empanelment The term of empanelment shall be for a period of two (2) years extendable by one more year depending on the performance of the Advertisement agencies and approval of competent authority. The Corporation s decision in this regard shall be binding on empanelled Advertising Agencies. 4.0 Procedure for Empanelment a) Offer Document is to be downloaded from PFC's Website or from Government website from 19/10/2013 onwards. b) Completed documents duly superscribed as Offer Document for PFC Empanelment shall be submitted on or before 11 th November, 2013 upto a.m. A Demand Draft/ Banker s cheque of Rs. 10,000/- (Rupees Ten Thousand Only) in favour of Power Finance Corporation Ltd (payable at New Delhi) is to be submitted as "Non-refundable Processing Fee" along with the offer document. The completed documents should be dropped in the Tender box on the Ground Floor, Urjanidhi, 1, Barakahmaba Lane, Connaught Place, New Delhi

5 c) The offers will be evaluated thereafter based on Evaluation Criteria (Point # 7.0) d) The entire offer document along with relevant support sheets should be properly spiral bound and all the pages should be duly numbered. No loose / separate sheets shall be accepted. Information flow should be strictly as per 'Form-2' and no deviation shall be entertained. Information / extra booklets / brochures / agency profiles which are not asked for SHOULD NOT be submitted. 5.0 Submission of Offer Document The agency shall submit following documents along with the Offer Document i) Proposal for empanelment - Form 1 ii) Particulars required for empanelment of Advertising Agencies - Form 2 iii) Format of CA Firm Certificate in r/o Turnover & Profit - Form 3 All the 3 (three) Forms should be complete in all respects, duly supported by the relevant attachments mentioned therein. PFC reserves the rights to verify the facts given by the Agency, with any authority, if required and accept / reject any Offer Document without assigning any reason. 6.0 Qualifying Criteria: The minimum Qualifying Criteria are mentioned below. (An agency, not meeting any one of the following criteria shall be summarily rejected and shall not be considered for evaluation). I. The Agencies, accredited to INS, shall have minimum annual turnover of `10 crore & above and profit making in the last three consecutive financial years i.e. FY , and (Form 3). II. The Agencies should be financially solvent. Insolvency Certificate to be issued by their Bank (The issuance date of Certificate should be of October, 2013 or thereafter). III. No. of employees: Minimum 10 in Delhi/NCR office (Details to be furnished) The details in this regard are to be submitted along with the Offer Document in the format enclosed (Ref. Form 2). 7.0 Evaluation Criteria / Process The evaluation process of empanelment shall be as follows. 5

6 1.0 All the proposals will be scrutinized to assess their eligibility based on the minimum Qualifying Criteria (please refer to clause no 6.0). The offers not meeting the said Criteria shall be summarily rejected. 2.0 All the eligible offers will be evaluated based on the Evaluation parameters focusing on corporate strengths, media strengths and PR services and Theme presentation to be submitted along with the Offer Document. The evaluation criteria indicated at Annexure II. 3.0 On the basis of combined points obtained out of 100, the final ranking will be done and top-ranking agencies will be empanelled as per PFC s requirements. 8.0 Review of Performance The performance of the empanelled Agencies will be reviewed annually and the Agency/ Agencies whose performance is found to be unsatisfactory, will be discontinued 9.0 Job Allocation 1. The empanelled agencies will be required to offer services for routine advertisement releases. In the event of specific launch of a media campaign, PFC will contact any/all empanelled agencies for creative options and also to distribute the creative so developed amongst one or more agencies for further release of the same in the Print / Electronic Media. PFC shall also reserve the right to call tenders on limited tender basis and award the work for specific launch. 2. Charges for jobs, other than press advertisements like printing, production of TVCs / radio jingles, setting-up of stalls in trade fairs/ exhibitions etc. will be decided on competitive bidding basis amongst the empanelled agencies. 3. Bills raised for advertisement releases should invariably be supported by the media bills, voucher copies and other relevant documents in triplicate. Payment in each case will be made after verifying these documents. 4. The Agency will not be paid for design and production of creative options, translation of material from English to Hindi or into any other Indian language. 5. PFC reserves the right to terminate the empanelment of agency at any time, without assigning any reason, whatsoever. Such decision shall be binding on empanelled agencies. 6

7 Annexure - I Scope of Work for Empanelled Agencies 1. Conceptualization of Creative, designing and media management including release of advertisements in Newspapers, Commercials on TV / Radio etc. for : PFC s corporate campaign Campaigns on behalf of Ministry of Power Campaign on behalf of borrowers of PFC 2. Printing and Production of : Annual Reports Reform Bulletins House Journals News letters Corporate Brochures Greeting cards Exhibition Posters Any other print / production jobs 3. Design & release of Advertisements in print media for : Notice Inviting Tenders, Un-audited Financial Results/ Audited Financial Results Chairman s Speech Recruitment/ Empanelment Classified Ads, Tenders, other Notices etc. 4. Production of TV spots/radio jingles etc. 5. Organizing Exhibitions, setting-up of stalls / pavilions, workshops/ conferences 6. Arranging publication of articles on power sector in leading news dailies/ magazines 7 Arranging interviews of Senior officials with Electronic and Print Media. 8. Arranging Press Conferences, Investors and Analyst Meets. 7

8 Total Points : 100 (A + B) A. Evaluation Parameters (Points : 70) Annexure - II 1. Turnover & Profit Making Organization Certificate issued by CA Firm and Insolvency Certificate issued by Scheduled Bank. 2. City-wise details of No. of Employees 3. Availability of complete infrastructure at Delhi / NCR office (details to be furnished) 4. Proven experience in financial advertising i.e. handling IPO, FPO, release of UFR/AFR ads, etc. (proof to be attached) 5. Details of Branch Offices only in Metro cities apart from Delhi / NCR. 6. Names of the Private Sector clients presently servicing (Ltd/Pvt. Ltd/partnership firms/academic institutions, etc) 7. Names of PSUs presently servicing (including Banks / FIs, including State Govt. PSUs or Departments, etc.) 8. Details of persons at the helm of affairs of the agencies. 9. List of creative media campaigns handled (> Rs. 1 crore) only during & Proven capabilities for arranging interviews in Electronic and Print Media (coverage of newspaper clippings or CDs for electronic media coverage to be attached) during & Details of National / International awards received during & Details of National / International Exhibitions organized during & Details of experience in producing jingles and TVCs only during & Brochures / Annual reports designed/produced by the Agency only during & Only one sample of each is to be attached. (Note: Each of the above parameter will be evaluated on maximum of 5 Marks) B. Presentation : ( Points : 30) (A CD containing a presentation on the 'Theme' mentioned below is to be enclosed along with the Offer Documents) How do you propose to enhance PFC s brand visibility? Please come up with a creative media campaign for doing so assuming the total budget is around Rs 1 crore. (Please note that hard copies of the 'creatives' are not required) Parameters for evaluation of Theme presentation shall include: 1. Line of approach and language of the text 2. Style of presentation 3. Strategy adopted including budget utilization (with break-up) 4. Rationale of the presentation and its relevance to the theme 5. Creativity / Overall quality of the campaign CERTIFIED BY AUTHORISED REPRESENTATIVE Signature ( ) Name ( ) 8

9 Form 1 PROPOSAL FOR EMPANELMENT FROM: TO: Sir: Subject: Empanelment of Advertising Agencies for PFC I/We agency herewith enclose our Proposal for selection of my/our firm for Empanelment. We request PFC to accept certain information mentioned herein on self-certification basis. PFC may, however, verify the facts given by us, with any authority, if required. If it is found, at any point of time that the information furnished by us is inaccurate, PFC may initiate any action / penalty as it deems fit. Yours faithfully, (Authorised Representative) Signature Full Name Designation Address (To be authorized by CEO/CS/Director/Partner of Firm/Sr. Officer) Mr. Designation has been authorized to submit empanelment request as per subject matter. Sign Name Designation Seal 9

10 FORM - 2 PARTICULARS REQUIRED FOR EMPANELMENT OF ADVERTISING AGENCIES (to be submitted by the Ad. Agencies strictly in the following order on their letter heads only) i) Name of the Advertising Agency : ii) Address of Delhi/NCRoffice: Tel.Nos. Fax No. iii) Name of the contact person in Delhi/NCR : (with designation) Tel.Nos. Fax No. Id: Mobile No.. iv) Whether Accredited with INS : Yes / No (Information will be verified with INS) v) Details of Turnover and Profit Making Organization Certificate from CA firm to be provided strictly as per Form No. 3. Agency Annual Reports not required. vi) Insolvency Certificate from Bank (Certificate must be issued on or after October 2013) vi) No. of Employees working in Delhi/NCR Office : vii) Details of infrastructure facilities available with the agency at Delhi/NCR Office Please furnish replies for the queries mentioned below (in the same order) : 1. Number of persons working in various Branch Offices : 2. Total No. of persons working in Delhi/NCR office : 3. No. of people in creative team & Art deptt. (Delhi/NCR): 4. Number of Media Planners ( Delhi/NCROffice): 5. Whether a fully equipped studio exists at Delhi/NCROffice (Details): 6. Recording facilities at Delhi office or outsourced: 7. Is the Printing facility Own or Outsourced in Delhi/NCR: 8. Details of Client Service Deptt. (Delhi/NCR office): 10

11 viii) ix) Proven experience in financial advertising i.e. handling IPO/ FPO, release of UFR/AFR ads, etc. (proof to be attached) Full address of the Head Office & other Branch Offices in Metro Cities x) Names of the Private Sector clients presently servicing (Ltd/Pvt. Ltd/partnership firms/academic institutions, reputed firms, etc) xi) xii) Names of PSUs presently servicing (including Banks / FIs, including State Govt. PSUs or Departments) Details of Managing Director / Directors and top management (Separate sheets may be enclosed for elaboration of relevant details) xiii) List of creative media campaigns handled (> Rs. 1 crore only) during & xiv) Proven capabilities for arranging interviews in Electronic and Print Media (coverage of newspaper clippings & CDs for electronic media coverage to be attached) during & xv) Details of National / International awards, received during and xvi) Details of National/International Exhibitions organized during & xvii) Details of experience in producing jingles and TVCs during & xviii) Brochures / Annual reports designed / produced by the Agency during & Only one sample of each is to be attached, not more. I/ we hereby certify that all the particulars given above are correct and true to the best of my knowledge. Note: Signature Full Name Designation Address (Authorised Representative) 2. PFC reserves the rights to verify the facts given by the Agency, with any authority, if required. 3. PFC reserves the right to accept / reject any Offer Document without assigning any reason. (Authorised Representative) 11

12 FORMAT FOR SUBMITTING THE INFORMATION IN RESPECT OF TURNOVER FORM - 3 (TO BE FURNISHED ON THE LETTERHEAD OF A CHARTERED ACCOUNTANT FIRM) A. This is to certify that the details of total turnover of M/s for the Financial Year , and are as under : Turnover from Advertisement Business (Rs. crores) Turnover from other streams (Rs. Crores) Total Turnover (Rs. crores) B. Further, this is certified that M/s is found to be a Profit Making organization during the Financial Year , and Signature ( ) Name ( ) Seal of CA Firm 12