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, Corporate Brochures etc. The empanelment will be for GAIL Corporate Office and Zonal Offices and Work Centers at Ahmedabad, Bhopal, Chandigarh, Chennai, Hyderabad, Jaipur, Kochi, Kolkata, Lucknow, Kanpur, Kochi, Gwalior and Mumbai. 2. Broad Scope of Work The empanelled advertising agencies shall be working on various communication assignments. The broad 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 company, 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

Organizing exhibitions in India and abroad

Event Management

Such other jobs for company, Ministry for Petroleum & Natural Gas and other organizations with which the company may be associated for a particular job.

Corporate Gifts/Mementos/Giveaways

Industrial Photography/videography

Public Relations activities

Social Media/Digital Media management The above is an indicative and not an exhaustive list of communication activities that may be undertaken by company in future. However, the activities would be undertaken in line with the company’s business and communication strategy and it may be possible that company 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 two year after which the term of empanelment can be further extended based on their performance. Such extensions shall be for a maximum period of upto 1 year. 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. Stage 1 - Fulfillment of Eligibility Criteria (BEC) 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. Sr. No.

BEC Requirement Documents to be enclosed

Financial

1 TURNOVER Annual turnover should be minimum INR 15 crore for each of the preceding two financial years

Copy of duly audited Financial Statement (including Balance sheet and Profit & Loss Account) for two preceding financial years along with a certificate from their Statutory Auditor as per proforma provided at Format A and B. Note: In case of due date for submission of EOI is up to 30th September of the relevant financial year and audited financials results of immediate two preceding financial year being not

2 NET WORTH The agencies should have a positive networth in each of the preceding two financial years

available, the agency has an option to submit the audited financial results of two 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 two financial years.

Others

3 INS Accreditation INS Accreditation is mandatory and should be valid at the time of the empanelment

Self-attested accreditation certificate to be submitted by agencies with bid document. GAIL may ascertain accreditation status from INS

4 MEDIA CAMPAIGN The agency should have worked on at least two media campaigns* of value above INR 25 lakh in each case of Listed companies** and/or Ministry/Departments of Government of India (directly or through any PSU) in the preceding two years to be reckoned from due date of submission.

Tear sheet of the print publication for the print media assignment and/ or CD of TV commercial along with Notorised copies of the work order, completion certificate (which mentions the job value)*** and Format C from Statutory Auditor****

5 PRINT JOBS The agency should have worked on at least 1 Annual report AND in addition to it, 1 Brochure/ 1 House Journal/another Annual Report in its entirety for Listed Companies** and/or Ministry/Departments of Government of India (directly or through any PSU) in the preceding two years to be reckoned from due date of bid submission.

One copy of the Annual Report and one more Annual Report/ Brochure/House Journal along with Notorised copies of the work orders, completion certificates*** and Format C from Statutory Auditor****

6 EXHIBITION The agency should have worked on at least two pavilions at national/international exhibitions for Listed companies** and/or Ministry/Departments of Government of India (directly or through any PSU) in the preceding two years to be reckoned from due date of bid submission.

Photographs of the Pavilions / Stalls put up along with Notorised copies of the work orders, completion certificates*** and Format C from Statutory Auditor****

7 AV/Films The agency should have worked on at least one assignment of audio visual/multimedia production work/ film for Listed companies** and/or Ministry/Departments of Government of India (directly or through any PSU) in the preceding two years to be reckoned from due date of bid submission.

Copy of the Film in CD along with Notorised copies of the work order, completion certificate*** and Format C from Statutory Auditor****

8 CLIENTELE At least 5 listed companies as client in the preceding 2 years to be reckoned from due date of bid submission

Notorised copies of empanelment letter / work order

Note: i) *A media campaign is defined as one or more print advertisements/TVC

developed/designed and published/released in media at predetermined frequency on the basis of a specific brief released. Tenders/Notice/EOI advertisements will not be considered as a campaign.

ii) **A listed company is defined as a company whose equity shares are listed on

NSE/BSE as on date of submission of response to the EOI and also during the period when the job was being executed.

iii) ***Completion Certificate should be submitted as per format provided

iv) ****Along with notarized copy of work order and completion certificate from client,

agency shall also require to submit a certificate from their Statutory Auditor as per Format-C.

The agencies meeting all the above criteria will be considered for further evaluation for empanelment and shall be evaluated on the criteria mentioned at Section 5 below.

5. Quantitative Assessment on the basis of Documents submitted by agencies who apply against Notice for Empanelment

Stage-2 – Evaluation of agencies on the basis of documents submitted

i) The agencies who meet the BEC shall be evaluated on the basis of an identified set of parameters. The parameters against which each eligible agency will be evaluated in Stage- 2 are as under:

Sr. No.

Parameters Maximum Marks

1 Number of Oil And Gas Sector Clients and/or Maharatna/ Navratna Companies’ Clients* in any of the two years to be reckoned from due date of submission of response against Notice for Inviting EOI*: 1 Mark for each Oil And Gas clients (other than Maharatna/Navratna) 1 Mark for each Mahratna/Navratna clients (other than Oil & Gas) 2 Marks for each Mahratna/Navratna clients if in Oil and Gas sector

12

2 Areas of diversified services during two years to be reckoned from due date of submission of response against Notice for Inviting EOI ** (3 marks each for (i) Public Relations, (ii) Audio-Visual Development / Film / Multimedia, (iii) Website / Internet Communications, (iv) Exhibitions (v) Event Management and (vi) Advertising And

20

2 marks for Offset and digital print production)

3 Presence in the locations of selected GAIL’s Offices (2 marks each for Delhi, Kolkata, Bengaluru, Mumbai) – Agencies shall be required to give complete details of their own offices in these locations including Address, Telephone No., Fax No., Email, Contact Person with Designation. The Agencies should in no case include the offices of any of their franchisees in the list.

8

TOTAL 40

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 (1 in each category of service) and completion

certificate from client during the last two years from due date of submission of response against Notice for Inviting EOI. Along with notarized copy of work order and completion certificate from client, agency shall also require to submit a certificate from their Statutory Auditor as per Format-C.

iii) Completion Certificate should be submitted as per format provided

The agency which scores 20 marks or more (out of 40 marks) on the above criteria will be considered for further evaluation at Stage-3.

Stage-3 – Qualitative Assessment (Presentations)

i) All agencies scoring the minimum qualifying marks at Stage 2 above shall be invited to make a presentation which will be evaluated on the following criteria:

Sr. No.

Criteria Maximum Marks

1 Creative concepts and approach w.r.t. handling important branding assignments (completed / being undertaken)

10

2 Strength of Client servicing and creative teams 5

3 Quality of work done on electronic media related to advertising

5

4 Quality of International Exhibitions handled (exhibition space of 120 sq. m. and above)

5

5 Quality of Work done on digital media presence including websites, social media campaigns

10

6 Media campaign strategy for GAIL (for this purpose a brief will be shared with qualifying agencies based on which a media campaign strategy will have to be developed).

15

7 Quality of work done on assignments related to communication activities of Government of India

10

TOTAL 60

Final Ranking and selection

The final ranking of the agencies shall be prepared on the basis of cumulative marks scored against criteria at Stage 2 and Stage 3 and the top 8 agencies will be recommended for empanelment, in the order of their rankings, subject to there being sufficient bidders qualifying stage 2.

6. 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 Email ID

8 Website

11 Legal status / entity of the agency

12 No. of Branch Offices:

12 a) Detailed Addresses of the branch offices:

13 Name and contact details of key persons

who would handle GAIL Account

Place Contact Person

Client Servicing

Media Planning

Creative Production

Exhibitions

Event Manage

ment

14 Whether you have a branch in following cities (Yes/No)

Bengaluru

Delhi

Kolkata

Mumbai

15 Sales Tax (Local & CST) Registration / Certificate no. (attach copy)

16 Service Tax Registration no. and validity (attach copy)

17 Latest Income Tax registration / Certificate (attach copy)

18 Turnover (in Rs.Crore) 2015-16 2016-17

Please attach certified copies of audited books of accounts

19 Accounts of the Agency 2015-16 2016-17

No. of Oil And Gas clients held in each year (other than

Maharatna/Navratna) (enclose list)

No. of Mahratna/Navratna clients

clients held in each year (other

than Oil & Gas) (enclose list)

No. of Mahratna/Navratna clients

in Oil and Gas sector held in each year (enclose list)

20 Areas of diversified services

(Please tick relevant box)

20 a Public Relations

20 b Media buying

20 c Audio-Visual Development

20 d Website/Internet Communications

20 e Offset and digital print production

20 f Exhibitions and Fabrication

20 g Event Management

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

Date: Signature of the authorised signatory:

Place: Name

7. 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

IMPORTANT NOTES: 1) All documents should be submitted in spiral-bound form with all pages

properly numbered and an index clearly indicating the documents submitted in support of each item of Bidders’ Eligibility Criteria and Stage 2 of Evaluation Methodology.

2) All documents, (except work orders and completion certificates, Sales Tax (Local & CST) Registration / Certificate no., Service Tax Registration no. and Latest Income Tax registration / Certificate) including the various Formats (F-A, F-B and F-C), etc. are to be submitted only in original. Photocopies will not be accepted and GAIL reserves the right to reject the EOI summarily without seeking clarifications or additional documentation in case photocopies are submitted.

3) In Format F-C, details of all assignments submitted have to be entered in a tabular form and signed by the Authorized Signatory of Bidder. This has to be further certified from the Statutory Auditor and has to be submitted along with documents pertaining to each individual assignment submitted (work order, completion certificate, proof of assignment). Unless Format F-C is submitted for each individual assignment, GAIL reserves the right to reject the EOI summarily without seeking clarifications or additional documentation.

4) If any of the documents to be submitted in support of each of the items in Bidders’ Eligibility Criteria is not provided or is submitted in a format different from what has been sought, GAIL reserves the right to reject the EOI summarily without seeking clarifications or additional documentation.

5) All agencies which are recommended for empanelment will be required to sign a standard agreement for non-disclosure and confidentiality with GAIL.

6) All further communications will be sent only to the email and/or address mentioned in the above proforma and bidders should ensure correctness of data provided in the same.

7) All mails are to be acknowledged by revert mail.

FORMAT FOR COMPLETION CERTIFICATE

To whomsoever it may concern

This is to certify that ______________________ (name of agency) has been awarded the job of _________________________ vide Work Order No. ________________ dated _______________________________ of Rs. _______________________. The agency executed the job to our entire satisfaction. For __________________ (client company) Name: Designation: Date: Company Seal:

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 certificates:

1.

2.

3.

Thanking You,

Place (Signature)

Date Name of Authorised Signatory

Designation

Membership no.:

Name of C A Firm:

Seal:

Encl.: As above

Note:

* Agency whose accounts are not audited by auditors as per Law/ jurisdiction, certification

from a Chartered Accountant to be submitted.

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 2 YEARS:

Year Amount (Rs.)

Year 1:

Year 2:

B. NET WORTH (PAID UP SHARE CAPITAL AND FREE RESERVES &

SURPLUS) LAST 2 YEARS:

Description Amount (Rs.)

Year 1:

Year 2:

Name of Audit Firm/: [Signature of Authorized Signatory]

Chartered Accountant Name:

Date: 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.

Format F-C (Page 1 of 2)

FORMAT FOR CERTIFICATE FROM STATUTORY AUDITOR FOR DETAILS OF ASSIGNMENT DONE BY AGENCY DURING

PAST TWO YEARS (AS SPECIFIED IN BEC) S

No.

Description of

Assignment

LOA/WO No.

and date

Full Name, Postal Address

& phone nos. of Client.

Name, designation of

Engineer/ Officer-in-

Charge

Value of Contract/

Order

(Specify Amount)

Value of

Work

Executed

Date of

Commenceme

nt

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

1

2

3

Place: [Signature of Authorized Signatory of Bidder]

Date: Name:

Designation:

Seal:

Based on the Books of accounts of M/s __________________________________ and other published information authenticated by it, this is to

certify that the above information is correct.

Name of Audit Firm: [Signature of Authorized Signatory]

Chartered Accountant: Name:

Date: Designation:

Seal:

Membership no.

Format F-C (Page 2 of 2)

Instructions:

1. Copies of Letter of awards Work Orders and Completion Certificate from client to be enclosed.

2. The Assignment completed earlier than two years need not be indicated here.

3. Certificate from the Bidder’s statutory auditors must be furnished in the format above for LOA/Work Order mentioned above. 4. 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.