RFP for Production of video films on India for India Brand Equity Foundation (IBEF) Request for Proposal [RFP] May 3, 2018 India Brand Equity Foundation, 20 th Floor, Jawahar Vyapar Bhawan Tolstoy Marg, New Delhi- 110001 [Total Number of Pages including this page: 13] 1
SECTION 1: INSTRUCTIONS TO AGENCIES 1.1 Introduction 1.1.1 The India Brand Equity Foundation (IBEF) is a Trust established by Department of Commerce, Ministry of Commerce & Industry, Government of India. IBEF s primary objective is to promote and create international awareness of the Brand India label and to facilitate dissemination of knowledge of Indian products and services. Towards this objective, IBEF works closely with stakeholders across government and industry. 1.1.2. IBEF proposes to appoint an agency for the shooting, editing and final production of 25 films (10-15 minutes each) on India with interviews of thought leaders across government, industry and academia. The films have to be accompanied by suitable animation, graphics and background score to make them interesting and engaging. Furthermore, the agency may have to intersperse infographics (with animation) and primary/secondary footage of the sectors within the interviews. 1.1.3. The Agency should have proven expertise on preparation of films of similar nature. It needs to have a highly competent team in place for shooting of videos, designing, editing and giving it an attractive audio-visual rendition. Prior experience of handling a similar project(s) will be an added advantage. Comprehensive details on present clientele and past work undertaken must be included. Agencies are also required to provide a sample video(s) of similar work done in the past in a storage device. 1.1.4. The creative/production agency would be appointed on a project basis for the said project. 1.1.5. Interested agencies are invited to submit their proposals for the assignment, which must include the following, as detailed subsequently in this document: (i) A Technical Proposal and (ii) A Financial Proposal 1.1.6. It may be noted that (i) The costs of preparing the proposal are not reimbursable and (ii) IBEF is not bound to accept any of the proposals submitted. 1.1.7. Agencies are required to provide professional, objective and impartial service and at all times hold IBEF s interests paramount, without any consideration for future work, and strictly avoid conflicts with other assignments or their own corporate interests. 1.1.8. Agencies have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of IBEF, or that may be reasonably perceived as having this effect. 2
Failure to disclose such situations by the Agency may lead to disqualification of the Agency or termination of the contract. 1.1.9. Agencies must observe the highest standards of ethics during the selection and execution of the contract. IBEF may reject a proposal at any stage if it is found that the firm recommended for award has indulged in corrupt or fraudulent activities in competing for the contract in question, and may also declare a firm ineligible or blacklist the firm, either indefinitely or for a stated period of time, if at any time it is found that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, the contract. 1.1.10. The family members/blood relations of employees and/or full-time consultants (i.e. consultants working exclusively with IBEF on retainership basis) of IBEF shall not be eligible to participate in the RFP process. Any proposal submitted by them may be summarily rejected. In case, IBEF comes to know of the relationship subsequent of the award of contract, the contract shall be liable to be cancelled and IBEF shall be entitled to claim damages apart from engaging any other consultant/vendor at the cost and risk of defaulting consultant. It is clarified that the term full time consultants of IBEF does not refer to agencies/people, which may have been shortlisted for an assignment/project of IBEF through an RFP process. 1.2 Minimum Eligibility Criteria 1.2.1. The participating Agency should be in existence for at least 5 years, and have past experience in handling projects of comparable stature. 1.2.2. The Agency should have a local team presence/associate network(s) for shooting the videos, at the least in New Delhi, Mumbai, Kolkata, Hyderabad, Bangalore and Chennai. The Agency team would work closely with IBEF. 1.2.3. The Agency should not be blacklisted by the central government/state government/government bodies/psus. Documents to be provided in support of Minimum Eligibility Criteria are as follows (to be submitted as prequalification proposal in a separately sealed envelope): Eligibility Criteria Five years of existence Own teams/networks for shooting of videos in New Delhi, Mumbai, Kolkata, Hyderabad, Bangalore and Chennai. Agency should not blacklisted by the Document to be provided Certificate of Incorporation Self certification (Annexure 3) Self-certification 3
Government (Annexure 4) 1.3 Scope of Work and Deliverables 1.3.1 Rationale of the project: Through these video films themed as Indian Edge, IBEF aims to project India s strengths as an economy, as a provider of high quality products and services and also as an investment destination through inputs of thought leaders along with related primary/secondary footage, animated infographics, etc. The interviews will talk about developments in the specific sector/topic, initiatives being taken by stakeholders and future roadmap. 1.3.2 Scope and Deliverables: The scope of project covers the production of at least 25 films including I. Video/still shooting: The Agency will be deployed for video/still shooting of: - Interviews with designated spokespersons - Video/still shooting of locations (on the same day) which could include R&D/manufacturing facilities, tasting labs, field locations like plantations, etc. The videos and still photos must be of high quality with complete and latest equipment i.e. video/still cameras, lapel mikes, lighting, etc. The interview sessions will be conducted by IBEF. As indicated in Section 1.2, the Agency will deploy its team/network for shooting of videos in New Delhi, Mumbai, Kolkata, Hyderabad, Bangalore and Chennai. II. Film production: Conversion of the footage into films, which will include a) Conceptualisation, editing, supers, designing of opening and closing visuals with attractive animation and background score b) Interspersing of animated infographics, gifs, primary /secondary footage etc related to the topic and packaging of the films to enhance quality and engagement. The selected agency should also be competent to provide inputs to IBEF on how to enhance the visual/content/engagement quality of each video film during the final production process. 1.4 Preparation of Proposals 1.4.1 Agencies are required to submit their proposals as specified below. (a) Pre-qualification Proposal (Documents mentioned in Section 1.2) (a)(b) )Technical proposal 1.4.2 The agencies are expected to provide the Technical Proposal as specified in the RFP Document. 1.4.3 The Technical Proposal shall contain the following: i. A letter of Technical Proposal Submission (Annexure 5); this will include an undertaking on the letterhead of the Agency and signed by an authorised signatory, that the Agency will undertake the assignment, in accordance with the Scope of Work and Deliverables detailed in the RFP document and at the cost submitted by the Agency in the financial 4
proposal (the cost is not to be indicated in the undertaking). The above undertaking would be binding on the Agencies. ii. A concept note on how the agency will approach the project (Section 1.3). iii. The Agency has to specifically create a short edited film sample of around 5-7 minutes and send it in a data storage device (CD/pen drive, etc) as part of the technical proposal, which will indicate the creative rendition that the agency has in mind in accordance with the objectives elaborated in section 1.3. Agencies should use the video on the link below with related secondary footage/dummy graphs to showcase their sample film for the final series. https://www.ibef.org/blogs/indian-edge-engineering-excellence This sample should retain Indian Edge as the title of the series, with the agency showcasing its concept on the rendition. It will include: a) Opening/closing video clips on the theme Indian Edge with attractive visuals and animation b) Main interview with supers c) Interspersed secondary footage (related to Indian engineering sector) and animation with dummy graphs. iv. Details on present clientele and similar projects with two such films done previously provided in a data storage device. v. Details of the creative team (educational qualification, experience, similar projects handled) that will be assigned for the project. vi. At least 2 client testimonials supported by completion of works statements from clients. 1.4.4 The Technical Proposal shall not include any financial information. (b) Financial Proposal 1.4.5 In preparing the Financial Proposal, Agencies are expected to take into account the requirements and conditions outlined in the RFP document. 1.4.6 Letter of Financial Proposal should include: i. Total cost of the project ii. Break-up of costs for each of the items of work listed in the Scope of work and Deliverables (Para 1.3 of this RFP Document) are to be submitted. iii. Cost for any other element, which is not specified in the scope of work and deliverables and is considered relevant by the RFP participant must be highlighted separately. The break up of the format for submission of financial proposals is as follows: 5
Cost head (for one film)* 1. Video/still shooting of interview with spokesperson (30-35 minutes) 2. Shooting of primary footage of manufacturing/r&d facilities, field locations, etc. (upto 8 hours) 3. Conceptualisation and creation of final film utilising primary footage (points 1 and 2), interspersing of secondary footage, animated infographics, supers, opening/closing visuals, etc as specified in the RFP document 4. Total cost for one film 5. Total cost for 25 films Quotation (exclusive of taxes) *The elements specified are indicative, and every film may not have all the elements mentioned. However, the final quotation given above in Point Number 5 will be considered for financial evaluation. 1.4.7 Taxes/VAT as applicable in India will be paid as per actuals and the same are not required to be indicated in the financial bid. 1.4.8 The cost quoted will be firm and fixed for the duration of performance of the contract. At no point of time will any deviation from the quoted rate be entertained by IBEF. 1.4.9 Should additional elements be added for production/branding of the project post the selection of the agency for the project, IBEF could seek related estimates for the same from the shortlisted agency. Costs for travel, lodging, etc, will be reimbursed as per actuals for locations other than the ones mentioned in Section 1.2. 1.4.10 The Financial Bid shall not include any conditions attached to it and any such conditional financial proposal shall be rejected summarily. 1.5 Submission of Proposals 1.5.1 The original proposal (Pre-Qualification, Technical Proposal and Financial Proposal) shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be authenticated by the persons or person who 6
sign(s) the proposals. 1.5.2. The Pre-Qualification Proposal (documents in support of Minimum Eligibility Criteria mentioned in Section 1.2) should be placed in a sealed envelope and superscribed Pre-qualification Proposal for Production of video films on India for India Brand Equity Foundation (IBEF). Technical proposals will be opened for those agencies that provide the complete documentation, that fulfils the Minimum Eligibility Criteria mentioned in Section 1.2. The Technical Proposal should be placed in a sealed envelope and super scribed Technical Proposal for Production of video films on India for India Brand Equity Foundation (IBEF). The Financial Proposal shall be placed in a sealed envelope and superscribed Financial Proposal for Production of video films on India for India Brand Equity Foundation (IBEF). 1.5.3. If the Financial Bidany of the proposals (pre-qualification/technical/financial) is not submitted in a separate sealed envelope duly superscribed as indicated above, this will constitute grounds for declaring the Bid non-responsive. Both the The three sealed envelopes should be put into an outer envelope and sealed. The outer envelope shall be superscribed Production of video films on India for India Brand Equity Foundation (IBEF) with the due date for submission. The Bottom Left corner of the outer cover should carry the full name, address, telephone nos, e-mail ID etc. of the agency submitting the Proposal. 1.5.4 The outer envelope containing the sealed Pre-qualification, Technical and Financial Proposals should be addressed to: Mr Virat Bahri Associate Director Knowledge Centre India Brand Equity Foundation 20 th Floor, Jawahar Vyapar Bhawan Tolstoy Marg New Delhi - 110001 Email: virat.bahri@ibef.org Formatted: Font: Not Bold 1.5.5. The Proposal should be submitted on or before May 18, 2018 at 5:30 pm. 1.5.6 No Proposal will be accepted after the deadline for submission and in the event of any proposal being received after the closing time, the same shall be returned un-opened. 1.6 Opening of Proposals and Selection Process 1.6.1 The two bid system will be followed. The technical bids of firms that pass the pre-qualification stage will be opened at first instance. Prospective bidders with scores reaching 70% and more than 70% in the Technical Proposal will deem to qualify for the second stage. 1.6.2 At the second stage, the financial bids of only technically qualifying bidding parties will be opened. For final evaluation the QCCB principle will be followed with 70% weightage to technical score 7
and 30% weightage to the financial score. Should it be deemed necessary, the Evaluation Committee may invite agencies for a presentation of their proposals. 1.6.3 From the time the Technical Proposals are opened to the time the contract is awarded, if any Agency wishes to contact IBEF on any matter related to its proposal, it should do so only in writing. Any effort by the Agency to influence IBEF in the proposal evaluation or contract award decisions may result in rejection of the proposal of the Agency. ********************** This RFP is not an agreement and is neither an offer nor invitation by IBEF to the prospective Bidders or any other person. The purpose of this RFP is to provide interested parties with information that may be useful to them in preparing their proposal pursuant to this RFP (the "Bid"). This RFP includes statements, which reflect various assumptions and assessments arrived at by IBEF in relation to the Project. Such assumptions, assessments and statements do not purport to contain all the information that each Bidder may require. This RFP may not be appropriate for all persons, and it is not possible for IBEF, its employees to consider the investment objectives, financial situation and particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements and information contained in this RFP may not be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this RFP and obtain independent advice from appropriate sources. IBEF may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumptions contained in this RFP. The issue of this RFP does not imply that IBEF is bound to select a Bidder or to appoint the Selected Bidder, as the case may be, for the Project and IBEF reserves the right to reject all or any of the Bidders or Bids without assigning any reason whatsoever. Further, all information/data/reports/pitches/data or other material submitted to IBEF under this Tender/RFP/RFQ by the Applicant shall become the property of IBEF. The Applicant hereby agrees that they shall not have any right claim, authority whatsoever over the submitted information/reports/pitches/data or other material to IBEF. The Applicant further agrees and undertakes that IBEF may use the aforesaid information/data/reports/pitches/data or other material at its sole discretion and the Applicant shall not have any objection whatsoever in IBEF using the same. 8
Annexure 1 Technical Proposal 1. Completeness of proposal 10% [submission of all documents in Section 1.4.3 (i) to (vi)] 2. Design and rendition, project execution - 60% - Concept note for the project [1.4.3 (ii)] - Creative rendition through sample video of Indian Edge [1.4.3 (iii)] - Credentials of proposed team for the project [1.4.3 (v)] 3. Agency Credentials 20% - Profile [1.4.3 (iv)] - Client details and samples of similar projects handled in the past [1.4.3 (iv)] 4. Discipline and commitment to timelines supported by completion of work statements from clients 10% [1.4.3 (vi)] 5. At the second stage, the financial bids of only technically qualifying bidding parties will be opened and the proposals will be evaluated on QCCB basis (70% weightage for technical and 30% weightage for financial). 6. It is clarified that prospective bidders with more than 70% in Technical Proposal will deem to qualify for the second stage. **************************** 9
Annexure 2 Financial Proposal The committee will consider financial proposals of only those agencies that qualify in the technical evaluation. After opening the financial proposals, the winning agency will be selected on QCCB basis with 70% weightage for technical and 30% weightage for financial. The financial bid has to be submitted in the following format: Cost head (for one film)* 1. Video/still shooting of interview with spokesperson (30-35 minutes) 2. Shooting of primary footage of manufacturing/r&d facilities, field locations, etc. (upto 8 hours) 3. Conceptualisation and creation of final film utilising primary footage (points 1 and 2), interspersing of secondary footage, animated infographics, supers, opening/closing visuals, etc as specified in the RFP document 4. Total cost for one film 5. Total cost for 25 films Quotation (exclusive of taxes) *The elements specified are indicative, and every film may not have all the elements mentioned. However, the final quotation given above in Point Number 5 will be considered for financial evaluation. Equipment for shoots should be the best available for professional shooting including high resolution video/still camera, lighting, lapel mike, etc. - Breakup cost for all elements specified in scope of work and deliverables are essential, including cost per video/photo shoot. - Cost for any other element, which is not specified in the scope of work and deliverables, and is considered relevant by the RFP participant may be highlighted separately. ******************************* 10
Annexure 3 Format for self-certification of availability of team/network for shooting of videos in specified locations Date. Tender Officer India Brand Equity Foundation 20 th Floor, Jawahar Vyapar Bhawan Tolstoy Marg, New Delhi 110001 Dear Sir (Subject: Self-certification for availability of team/network for shooting of videos in specified locations) We, M/s are submitting our proposal with reference to your RFP document for Production of Video Films for IBEF (RFP reference: IBEF/KC/IE/05/18). Through this letter, we affirm that we have our own team and will organise video shooting at New Delhi, Mumbai, Kolkata, Hyderabad, Bangalore and Chennai at no extra cost over and above the costs indicated in our proposal. Regards Name Designation Organisation Contact No. E-mail ID 11
Annexure 4 Format for self-certification of not being blacklisted by any Ministry/central or state government entity Date.. Tender Officer India Brand Equity Foundation 20 th Floor, Jawahar Vyapar Bhawan Tolstoy Marg, New Delhi 110001 Dear Sir (Subject: Self certification for not being blacklisted by any Ministry/entity under the Government of India/state governments) We, M/s are submitting our proposal with reference to your RFP document for Production of Video Films for IBEF (RFP reference: IBEF/KC/IE/05/18). This is to certify that we have not been blacklisted by any Ministry/ central or state government entity. Regards Name Designation Organisation Contact No. E-mail ID 12
Annexure 5 Format for letter of technical proposal submission Date. Tender Officer India Brand Equity Foundation 20 th Floor, Jawahar Vyapar Bhawan Tolstoy Marg, New Delhi 110001 Dear Sir (Subject: Letter of technical proposal submission) We, M/s are submitting our proposal with reference to your RFP document for Production of Video Films for IBEF (RFP reference: IBEF/KC/IE/05/18). Further, we would like to inform you that we have gone through all the terms and conditions of the RFP and have the requisite credentials and infrastructure to complete the project. We hereby undertake, that if selected, we will execute the project as per the requirements of IBEF and according to the costs quoted as part of this proposal. Regards Name Designation Organisation Contact No. E-mail ID 13