Tenders


(35 kb)
Date : Nov 03, 2017
Minutes of Pre-bid meeting - Empanelment of Advertising Agencies for Reserve Bank of India, Mumbai

Captioned meeting was held in Reserve Bank of India, Conference Room No 2 at 2:30 pm on October 27, 2017. The meeting was attended by Shri Jayant Banthia Independent External Member (IEM), Ms Mary Tangpua, GM, Shri Ajit Prasad, AGM, Shri N Shanmugaram, AGM and Shri Ashish Daryani, AM.

2. In the run up to the meeting and during the course of the pre-bid meeting, Reserve Bank of India received several queries from the interested advertising agencies. Details of queries received and our response there against is furnished below:

Sl no. Query Clarification
1 Annex. 1 - point no 8 - Can we have multiple clients work order No
2 Annex. 1 - point no 8 – Whether Pvt. Clients will be considered? Yes
3 Annex 1 - point no 12 – Will Pvt. Clients be considered? Any specific no of states should be covered? Yes. However, proof of work has to be submitted.

15 or more states would have to be covered.
4 Annex - 1 point no 8. The agency should have done at least 1 work in the last two years in 12 Indian languages. But we have done Campaign in Max too Max in 3 Indian Languages so we need clarification on above point It is reiterated that the agency should have done at least one work in the last two years in 12 Indian languages viz Assamese, Bengali, Gujarati, Kannada, Malayalam, Marathi, Oriya, Punjabi, Sindhi, Tamil, Telugu and Urdu (excluding Hindi and English).
5 Page 13 point 12: With regard to point 12 please note that while we have handled several multilingual campaigns for State Governments (English, Hindi, Marathi and Gujarati) these are concentrated to a maximum of 3-4 states. It is reiterated that the agency should have handled at least three national level multi lingual campaigns in the last three years. 15 or more states should have been covered.
6 Once we fill and submit the RFP for Empanelment of Advertising Agencies, will RBI notify us (an approximate date) about the next step? If Yes, then how and when will the agency be informed about the same? Once finalized, the results will be uploaded on website.
7 Post submission of the RFP documents, Will there be a presentation round for strategy and creatives and how much time will the agencies get to prepare for it? No presentation has to be made.
8 Please confirm if all documents like annexures and undertaking should be done on the company letterhead. Annex I and II are to be provided in letter head of the advertising agency. Annex III is to be provided in the letter head of Client/s. Annex IV is to be provided by the advertising agency on affidavit on stamp paper duly notorised.
9 In page 13 point 8 says that the agency will have to submit campaigns done in 12 languages. Is it ok if we submit campaigns done for 6-7 languages as most campaigns don’t require campaign collaterals in all 12 languages. It is reiterated that the agency should have done at least one work in the last two years in 12 Indian languages Assamese, Bengali, Gujarati, Kannada, Malayalam, Marathi, Oriya, Punjabi, Sindhi, Tamil, Telugu and Urdu (excluding Hindi and English).
10 In Page 13 point 9- There is a point which says that the agency should have the ability to handle development of creative content for print and co-ordinate with production houses for production of short films, TV, Radio. Can the agency submit a self-written undertaking on company letterhead or will RBI provide a separate format for it.? Affidavit for undertaking as provided in Annex-IV covers this requirement.
11 Page 13 point 11 says agency should have the ability to serve the requirements of all the RBI establishments. Can you please elaborate on this or atleast mention if these requirements have been specified somewhere else. Scope of work is mentioned in Para III (iii) of the tender document.
12 The agency should have done at least 1 work in the last two years in 12 Indian languages Assamese, Bengali, Gujarati, Kannada, Malayalam, Marathi, Oriya, Punjabi, Tamil, Telugu and Urdu (excluding Hindi and English). Proof of execution of work. Can we submit the released work of any FMCG brand. Yes
13 The agency should have the ability to handle development of creative content for print and co-ordinate with production houses for production of short films, TV, Radio. Will the draft be of annexure 4 Yes
14 Agency should have handled at least three national level multi lingual campaigns in the last three years. Please quote clients names and the campaign outlays. Can we submit the campaigns of any FMCG/automobile brand. Yes
15 Reg. Affidavit: whether to be submitted on agency's letter head (as per given format) OR it has to be submitted on stamp paper duly notorised. Affidavit is to be submitted on stamp paper duly notorised.
16 Vender Registration: In point number III. Scope of Work, sub point number (ii) B - you have mentioned of Vendor Registration. This vendor registration has to be done before empanelment or after the empanelment of agency. Vendor registration is to be done after empanelment of agency
17 Are consortiums / joint ventures allowed for the purposes of this tender? No
18 The tender does not indicate the exact amount of EMD to be paid, except mention of EMD in clause (i) on Page 18 on the document. Could you please clarify if there is an EMD for this tender and if yes, the quantum of the EMD? EMD is not applicable and need not be paid
19 ANNEXURE I point 12 agency should have handled at least three national level multi lingual campaigns in the last three years. Please quote clients names and the campaign outlays. Could multilingual be considered if the agency has released ads in HINDI ENGLISH on a national level or does it have to be in all 12 regional languages as stated in the RFP, or either of any one regional language? With reference to Annex I point 12, it is reiterated that the agency should have handled at least three national level multi lingual campaigns in the last three years. Campaign should have been done in three or more languages pan-India (including Hindi and English) in 15 or more states.
20 We are accredited to INS since 1980 and also regd with Prasar bharti- Doordarshan and All India Radio having branches in all metros, serving over 150 govt clients. We are also MSME-NSIC regd co. But not having AAAI and ASCI membership. Can we apply, we fulfill all other criteria? The agency should have accreditation from Indian Newspaper Society (INS) (mandatory) and any two of the following: a) Advertising Standards Council of India (ASCI) b) Prasar Bharti accreditation for Doordarshan and All India Radio c) Advertising Agencies Association of India (AAAI).
21 (i) On Page 4, point No. 4, Schedule of Request for Proposal, it is written as: Place & address for submission of the Proposal…..and Central office address is given. Query is whether we need to submit our Request for Proposal Physically or it is required to be submitted online.

(ii) At the end of the tender, Registration on MSTC e-Procurement details are given. Kindly clarify.
(i) Agencies have to submit their proposals in Physical form at the address given on page 4, point no. 4 i.e. Department of Communication, Reserve Bank of India, Central Office Building, 12th floor, Shahid Bhagat Singh Marg, Mumbai – 400001.

(ii) Registration of Vendor on MSTC e-procurement platform is to be done post-empanelment.

3. One of the condition in the tender document as specified in Annex 1 (Sl no 1) is as under:

“The agency should have accreditation from Indian Newspaper Society (INS) (mandatory)”

We have since been informed by Indian Newspaper Society (INS) that they have difficulties in providing certification in short notice. All interested agencies are therefore advised that they may provide a self-attested certificate (Format appended below) in this regard. Apart from other criteria, their eligibility or otherwise, in such cases, shall be decided based on confirmation received from INS on their accreditation.


Format

Agency Letter head

This is to certify that we (Name of the agency) are an accredited agency with Indian Newspaper Society (INS) since ___________

Date ______________________
Place _____________________
Signature __________________ (of authorized signatory)
Name _____________________
Designation ________________ (Please affix rubber stamp of your agency)


4. Attention of the advertising agencies is invited to Para IV (iii) of the tender document viz “The Bank reserves the right to seek fresh set of documents or seek clarifications on the already submitted documents. The Bank’s decision in this regard shall be final and binding on all”. No further correspondence/communication in this regard shall be entertained.



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