GAIL (India) Limited Corporate Office New Delhi EMPANELMENT OF ADVERTISING AGENCIES

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2 GAIL (India) Limited Corporate Office New Delhi EMPANELMENT OF ADVERTISING AGENCIES 1. Introduction GAIL (India) Limited wishes to empanel INS accredited advertising agencies for handling routine, statutory branding / non-branding communication jobs. This also includes display advertisements and other public awareness/ announcement advertisements, besides designing and printing of various publications including the Company s Annual Report, In-house Journal, and Corporate Brochures etc. The empanelment will be for GAIL Corporate Office as well as all work centers / plants and zonal offices in different parts of the country. 2. Brief Scope of Work The empanelled advertising agencies shall be working on various communication assignments for GAIL. The brief Scope of Work giving an indicative list of assignments is as follows: Publication of notices Inviting Tender (NITs), Financial ads, AGM Speech Advertisement, Recruitment Advertisements, Corporate Advertisements, Product Advertisements, Internet Advertisements, and others Radio Jingles and TV Commercials Other outdoor advertisements, Hoardings etc. Institutional campaigns, including Event Management and advertisements Campaigns on behalf of GAIL, other oil and gas sector companies, Ministry of Petroleum & Natural Gas Designing, printing and production of Annual Reports, Folders / Brochures / Pamphlets / Posters / House Journals and other print jobs as may be required from time to time Short Films, Audio Visuals and Multi Media presentations Organising exhibitions in India and abroad Managing VVIP visits / events Such other jobs for GAIL, Ministry for Petroleum & Natural Gas and other organizations with which GAIL may be associated for a particular job.

3 The above is an indicative and not an exhaustive list of communication activities that may be undertaken by GAIL in future. However, the activities would be undertaken in line with the company s business and communication strategy and it may be possible that GAIL may not undertake some of the activities mentioned above during the period of empanelment. 3. Duration of Empanelment The agencies shall be empanelled initially for a period of one year after which the term of empanelment can be further extended, on year to year basis based on the performance. Such extensions shall be for a maximum period of upto 2 years. The evaluation of performance during the empanelment period shall be an ongoing activity and would be based on criteria such as number of briefings attended (as a percentage of briefings done), number of times work awarded and number of times satisfactory completion of jobs etc. 4. Bidder s Eligibility Criteria A list of Qualifying Requirements (QRs) and supportive documents required are placed below. An agency not meeting any of the following QRs or not submitting any of the documents shall be summarily rejected and shall not be considered for evaluation. The proposal submitted must be bound and page numbered with a content page enumerating the list of contents as per the requirements stated below. Sr. No. BEC Requirement Financial 1 The agency should have a minimum annual turnover of Rs. 15 crore during each of the three preceding financial years 2 The Networth of the agency should be positive during each of the three preceding financial years Others 3 The agency should have full and continuous INS accreditation for the Documents to be enclosed Copy of duly audited Financial Statement (including Balance sheet and Profit & Loss Account) for three preceding financial years along with a certificate from their statutory Auditor as proforma provided at Format-B. Note: In case of due date for submission of EOI is up to 30th September of the relevant financial year and audited financial results of immediate 3 preceding financial year being not available, the agency has an option to submit the audited financial results of three years immediately prior to relevant financial year. Wherever, due date for submission of EOI is after 30th September of the relevant financial year, bidder has to compulsorily submit the audited financial results of immediate preceding three financial years. GAIL will ascertain accreditation status from INS

4 last 3 years and should be valid as on the due date of submission of response against Notice for Inviting EOI. 4 The agency should have handled at least one advertisement campaign* in last one year to be reckoned from due date of submission of response against Notice for Inviting EOI. 5 At least two assignments for designing and printing of Annual Report and /or Corporate Brochure of a listed company during the last two years to be reckoned from due date of submission of response against Notice for Inviting EOI. 6 At least two assignments involving designing, fabrication and installation of one pavilion at an exhibition conducted by national / international organizers e.g. ITPO, CII, FICCI, ASSOCHAM and Organisations for development of commerce / industries in States etc. during the last two years to be reckoned from due date of submission of response against Notice for Inviting EOI. 7 At least one assignment an AV / Film / multimedia during the last two years to be reckoned from due date of submission of response against Notice for Inviting EOI. Three best creatives along with at least one tear sheet of each along with Notorised copies of the work order and completion certificate One copy of each of the Annual Report / Corporate Brochure along with Notorised copies of the work orders and completion certificates Photographs of the Pavilions / Stalls put up along with Notorised copies of the work orders and completion certificates Copy of the Film in CD along with Notorised copies of the work order and completion certificate Note: (i) *Campaign is defined as one or more advertisements developed on the basis of a specific brief released in multiple media at predetermined frequency (ii) Along with notarized copy of work order and completion certificate from client, agency shall also require to submit a certificate from their auditor as per Format- C. The agencies meeting all the above criteria will be invited to participate in the empanelment process. The agencies meeting all the above Qualification Requirements shall be evaluated on the criteria mentioned at Section 5 below.

5 5. Evaluation Criteria for shortlisting advertising agencies who apply against Notice for Empanelment - Stage 1 Sr. Parameters No. 1 Number of Oil And Gas Sector Accounts and/or Maharatna/ Navratna Companies Accounts Handled* in any of the three years to be reckoned from due date of submission of response against Notice for Inviting EOI*: Maximum Marks 20 1 Mark for each Oil And Gas Account handled 1 Mark for each Mahratna/Navratna Account handled 2 Marks for each Mahratna/Navratna Account handled if in Oil and Gas sector 2 Areas of diversified services during two years to be 20 reckoned from due date of submission of response against Notice for Inviting EOI ** (2 mark each for (i) Public Relations, (ii) Media Buying, (iii) Market Research, (iv) Audio-Visual Development / Film / Multimedia, (v) Website / Internet Communications, (vi) Direct Marketing, (vii) Offset and digital print production, (viii) Exhibitions and Fabrication, (ix) Event Management and (x) Advertising 3 Presence in GAIL s Offices 10 (2 marks each for Delhi, Chennai, Kolkata, Bengaluru, Mumbai) Agencies shall be required to give complete details of their own offices in these locations including Address, Telephone No., Fax No., , Contact Person with Designation. The Agencies should in no case include the offices of any of their franchisees in the list. TOTAL 50 Note: (i) * The agencies shall be required to submit Notorised copies of Empanelment Letters / Work Orders from their clients in support (ii)** Notorised copies of work orders (at least 1 in each category of service) during the last two years. Along with notarized copy of work order and completion certificate from client, agency shall also required to submit a certificate from their auditor as per Format-C. ii. The agency who score 20 marks or more (out of 50 marks) on the above criteria will be considered for further evaluation at Stage-2.

6 6. Criteria for evaluation of shortlisted advertising agencies during presentations - Stage 2 The presentations of the shortlisted agencies shall be evaluated on the basis of following criteria: Sr. No. Criteria Maximum Marks 1 Creative concepts and approach w.r.t. handling various 15 assignments 2 Important branding assignments handled 10 3 Work done on electronic media related to advertising 5 4 Work done on design, programming and maintenance of 5 websites of listed company (listed as on date of advertisement) 5 National / International Exhibitions handled (exhibition space of sq. m. and above) 6 Work done on handling social / digital media presence for Listed 5 companies 6 Understanding / Awareness about GAIL 5 TOTAL 50 Agencies will have to score minimum marks of 30 out of a total of 50 marks to qualify the Stage 2 of Evaluation. The final ranking of the agencies shall be prepared on the basis of cumulative marks scored against criteria at Stage 1 and Stage 2 and the agencies will have to score minimum threshold marks of 60 marks out of a total of 100 marks to become eligible for empanelment. Agencies which meet the above criteria will be eligible for empanelment, in the order of their rankings. However, meeting the minimum marks criteria alone does not entitle any agency to automatically be empanelled with GAIL. The number of agencies to be empanelled would be decided by GAIL as per requirement.

7 7. Proforma for Response for the advertising agencies for empanelment with GAIL (India) Limited GAIL (India) Limited Corporate Communication Department AGENCY EMPANELMENT - DETAILS OF AGENCY 1 Name of the Agency 2 Registered Office Address 3 Address for Communication 4 a) Contact Person 4 b) Designation 5 Telephone Nos. 6 Fax Nos. 7 ID 8 Website 11 Legal status / entity of the agency 12 No. of Branch Offices: 12 a) Details of the branch offices: Place Contact Person Client Servicing Media Planning Creative Production Exhibiti ons Event Manag ement Others 13 Whether you have a branch in following cities (Yes/No) Bangalore Chennai Delhi Kolkata Mumbai

8 14 Sales Tax (Local & CST) Registration / Certificate no. (attach copy) 15 Service Tax Registration no. and validity (attach copy) 16 Latest Income Tax registration / Certificate (attach copy) 17 Turnover (in Rs.Crore) Please attached certified copies of audited books of accounts 18 Number of Awards Won International National Please input names of the relevant awards in the relevant boxes 19 Years of establishment Less than 3 years Please tick relevant box 20 Accounts of the Agency Names of Oil And Gas Sector Accounts and/or Maharatna/ Navratna Companies Accounts Handled* in any of the three years 21 Affiliation with International Agencies (please tick relevant box) Name of the firm If yes, please give details 22 Areas of diversified services (Please tick relevant box) 22 a Public Relations 22 b Media buying 22 c Market Research 22 d Audio-Visual Development 22 e Website/Internet Communications 22 f Direct Marketing 22 g Offset and digital print production 22 h Exhibitions and Fabrication Yes 3-7 years 7-15 years 15 years plus No

9 22 I Event Management 23 Experience in the following industries and no. of years (Please tick relevant box) Petroleum/Natural Gas/CNG/ LNG/ LPG Petrochemicals/Polymers Telecom Sector (Service Providers) Yes No 24 Names of key persons who would handle GAIL Account Date: A. We hereby confirm that the information given by us is true to the best of our knowledge and have no objections if the same is verified by GAIL B. It is clearly understood that GAIL reserves the right to decide whether or not to consider the agency for potential business association Signature of the authorised signatory Place: Name : Signature of the authorised signatory : 8. Disqualifications GAIL (India) Limited at its sole discretion and at any time during the evaluation of Proposal, disqualify any Respondent, if the Respondent has: Submitted the Proposal documents after the response deadline. Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements. Exhibited a record of poor performance such as abandoning works, not properly completing the contractual obligations, inordinately delaying completion or financial failures, etc. in any project in the preceding three years. Submitted a proposal that is not accompanied by required documentation or is non-responsive. Failed to provide clarifications related thereto, when sought. Submitted more than one Proposal. Declared ineligible by the Government of India/ PSU for corrupt and fraudulent practices or blacklisted in any PSU / GoI

10 Format F-A COVERING LETTER ON LETTER HEAD OF STATUTORY AUDITOR/CHARTERED ACCOUNTANT* To, Date: Sub: Certificate regarding. Dear Sir, We.. (Name of Statutory Auditor/Chartered Accountant) are the Statutory Auditor/Chartered Accountant of M/s... (Name of bidder). We hereby confirm that we have issued following certificate: Thanking You, Place Date (Signature) Name of Authorised Signatory Membership no.: Encl.: As above Note: * Agency whose accounts are not audited by auditors as per Law/ jurisdiction, certification from a Chartered Accountant to be submitted.

11 Format F-B FORMAT FOR STATUTORY AUDITOR S/ CHARTERED ACCOUNTANT* CERTIFICATE FOR FINANCIAL CAPABILITY OF THE BIDDER We have verified the Annual Accounts and other relevant records of M/s (Name of the bidder) and certify the following A. ANNUAL TURNOVER OF LAST 3 YEARS: Year 1: Year 2: Year 3: Year Amount (Rs.) B. NET WORTH (PAID UP SHARE CAPITAL AND FREE RESERVES & SURPLUS) LAST 3 YEARS: Year 1: Year 2: Year 3: Description Amount (Rs.) Name of Audit Firm/: Chartered Accountant Date: [Signature of Authorized Signatory] Name: Designation: Seal: Membership no. Instructions: 1. The financial year would be the same as one normally followed by the Agency for its Annual Report. 2. The bidder shall provide the audited annual financial statements as required. Failure to do so would result in the Response against EOI being considered as non responsive. 3. For the purpose of this EOI, (i) Annual Turnover shall be Sale value/ Operating Income and (ii) Net Worth shall be Paid up share capital and Free Reserves & Surplus 4. * Agency whose accounts are not audited by auditors as per law/jurisdiction, certification from a Chartered Accountant to be submitted.

12 Format F-C FORMAT FOR CERTIFICATE FROM STATUTORY AUDITOR FOR DETAILS OF ASSIGNMENT DONE BY AGENCY DURING PAST TWO/THREE YEARS (AS SPECIFIED IN BEC) S. No Description of Assignement LOA/WO No. and date Full Postal Address & phone nos. of Client. Name, designation and address of Engineer/ Officer-in- Charge Value of Contract/ Order (Specify Currency Amount) Date of Commencement Scheduled Completion Date Actual Completion Date Reasons for delay in execution, if any (1) (2) (3) (5) (6) (7) (8) (9) (10) Pl refer instruction Place: Bidder] Date: [Signature of Authorized Signatory of Name: Designation: Seal:

13 Format- 8B (Page 2 of 2) Instructions: 1. Copies of Letter of awardswork Orders and Completion Certificate from client to be enclosed. 2. The Assignment completed earlier than three years need not be indicated here. 6. Certificate from the Bidder s statutory auditors must be furnished in the format below for LOA/Work Order mentioned above (separately for each orders). 7. It may be noted that in the absence above certificates, the details would be considered inadequate and could lead to the bid being considered ineligible for further evaluation. Certificate from the Statutory Auditor regarding Assignment Based on its books of accounts and other published information authenticated by it, {this is to certify that LOA/WO No dated... was awarded to... (Name of the Bidder) by.. (Name of Client) to execute. (Name of assignment). The Assignment commenced on... (Date) and was/ is likely to be completed on. (Date, if any). It is certified that the total value of assignment executed by... (Name of bidder) was... (Specify Currency and amount) and executed value was... (Specify Currency and amount). Name of Audit Firm/: Chartered Accountant Date: [Signature of Authorized Signatory] Name: Designation: Seal: Membership no.