“Request for Proposal”
TO
______
______
______
______
Dear Sirs,
Sub: Request For Proposal (RFP) – Commercial utilization of Hoardings at HPCL retail outlets in Bangalore, Mysore, Mandya, Ramnagaram, Kolar, Tumkur and Chamrajnagar districts
Hindustan Petroleum Corporation Limited is the second largest Petroleum Refining and Marketing Company in India with a vast fuel Retail Outlet network of about 8000 strategically located retail outlets. These retail outlets are catering to the petroleum product requirements of customers in every part of the country, with the strongest presence in all Metros and other cities amongst Indian petroleum Industry. Each Retail Outlet has a large base of customers who visit the outlets frequently on a regular basis all through the year. Apart from Petrol & Diesel many of the Retail Outlets have various Allied Retail Facilities like ATMs, Food Courts, Convenience Stores, Small Format stores , Vehicle Care Centres etc which also attract a huge number of customers to the retail outlet for their non-fuel needs.
To communicate our product & services to our customers we have established many hoardings at various retail outlets in strategic locations. We intend to utilize few of these hoardings commercially & offer them for advertising to other marketers.
Objective
The objective of this RFP document is to spell out the salient details of the proposed arrangement to enable organizations engaged in Buying / Selling of Hoarding Space respond to this RFP, confirm their willingness to take up this activity and quote the commercial offer for the same.
We are separately providing details of available Hoarding Space in Annexure-3, where we propose to commercially utilise Hoardings. In case this proposal fits into your business plans, please provide us with preliminary offer towards the same.
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Details of Corporation’s Scope & other terms
As stated above, we propose to commercially utilize Hoarding Space at location detailed in Annexure 2 in association with organizations of repute having requisite expertise and a successful track record in the business.
HPCL’s Scope
On its part, HPCL will:
Ø Provide necessary hoarding space for advertisements.
Ø Allow the selected party to Market the advertising space at the premises of HPCL Retail Outlet/s.
Ø Assist the party in obtaining necessary municipal & other statutory permissions from Municipal Corporation & other concerned authorities.
Ø Allow use of HPCL logo to make it a co-branded message.
Ø Provide necessary electricity connection, if required (In case of illuminated hoarding) with separate consumption meter/s.
Expectations From Selected Party :
The party on its part would:
1. have at least 2 years of experience in dealing / buying OOH media.
2. have annual billing of Rs.25 lacs
3. Have full knowledge of the prevailing laws and regulations governing utilization of advertising spaces ( Hoardings)
4. Bid for a minimum of 10 Nos of hoarding across all the districts under Bangalore Regional Office.
Mode of Operation
An agreement shall be signed detailing the mutual understanding on operation of the site. This agreement shall be initially for a period of one year. The Corporation will have the option to renew it for another term of one year at mutually agreeable terms & conditions, subject to satisfactory performance.
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Please note that :
1. The license fees (Compensation for advertising space ( Hoarding) ) has to be paid in advance on monthly basis.
2. The party will have to pay three months License fees as interest free refundable security deposit.
3. The party will have to pay actual electricity charges as per the consumption meter.
4. The message on the hoarding space shall be co- branded with HPCL
5. Installation and removal of the Message Vinyl (flex) will be carried out by the party at its own cost. The cost of Vinyl as well as printing costs of the same shall be borne by the party.
6. The Party will be responsible to pay all taxes / levy’s to the State or Central Government /Municipal Corporation or any other body in connection with the Display of Co-Branded Promotional Message at The Retail Outlet.
7. The Party will obtain all the necessary licenses/approvals required for Display of Co- Branded Promotional messages per local laws / guidelines.
8. There will be no alteration to the existing structure of the hoarding space mentioned in Annexure 3.
9. Advertisements of Alcoholic beverages, tobacco, products directly competing with HPCL products & services and other obscene messages/unauthorized pictures will not be allowed for display. All the advertisement messages would have to be cleared by HPCL to avoid the same.
10. Surrogate advertising of the products mentioned in the point 9 above will not be allowed.
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Having stated our intentions & expectations, we invite a comprehensive business proposal from you structured on the following lines:
Credentials ( As per Annexure 1)
· Profile of the organization/Brief history; promoters’ background
· Organization structure
· Key People in the Organisation & their profile.
· Balance sheet for the last Financial Year ( i.e, 2007-08 )
In case of Advertising Agencies, the following criteria should be met :
· Min of 2 years experience in dealing with outdoor media.
· Min of 25 lakhs Annual Billing
· Should have min of 5 cleints
Commercial Offer ( As per Annexure 2)
HPCL brings to this venture prime Advertising Space at strategic location/s with high visibility. HPCL also brings in its Brand equity as a large, respected enterprise with a reputation of providing high levels of customer service over the past 25 years and more. Taking the same into consideration, you are requested to give us your best offer in terms of “Rupees per Square Foot per month” for marketing the advertising space at the locations mentioned in Annexure 3.
The offer should be submitted in the following manner:
Your offer should be sent in two separate sealed envelopes :
1. The FIRST envelope containing details on credentials & business plans should be sealed and superscribed as “CREDENTIALS ( As per Annexure 1)”
2. The SECOND envelope containing the commercial offer should be sealed and superscribed as “COMMERCIAL OFFER ( As per Annexure 2)”
Both the above envelopes should be placed in a THIRD envelope and the same should be superscribed as “Proposal for Commercial Utilization of Hoarding spaces at HPCL Retail Outlets under Bangalore Regional Office”
Your proposal should be sent to :
MANAGER- ENGINEERING,
Hindustan Petroleum Corporation Ltd.,
Bangalore Retail Regional Office,
Doorvani Nagar, KR Puram,
Bangalore- 600 016.
For any clarifications, you can contact the Manager - Engineering on 080-28530548 OR 9448281175
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Credential Bids will be opened on 07.01.2009 at 4.30 PM. Bidders are invited to attend the credential offer opening at the above mentioned date and time.
Bidders qualifying in the Technical Bids will be informed of the date and time of the opening of commercial bids in writing by HPCL within 7 days from the date of opening of the Technical Bid.
The Commercial offer should be submitted in a SEPARATE SEALED ENVELOPE as explained in page no.4.
Bid is liable to be rejected if the credential offer contains the commercial offer.
Please note that:
· HPCL reserves the right to amend, rescind or reissue this Request For Proposal (RFP) anytime after issuance at its discretion. Amendments, if any, will be advised to all recipients of the RFP document by courier/fax and shall be binding on them.
· HPCL reserves right to call top two bidders in case the commercial offers are not in line with HPCL’s expectations / internal guidelines.
· HPCL reserves the right to accept any proposal and reject any or all responses to this RFP without assigning any reasons for the same with no penalty to itself.
· HPCL will evaluate the proposals following such methods, criteria and rationale, which in its, opinion, are in the best interest of HPCL.
· Proposals received pursuant to this RFP will become the property of HPCL and shall not be returned.
Thanking you,
Very truly yours,
For Hindustan Petroleum Corporation Ltd.,
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Annexure 1 (Credentials)
REF: BRRO/HOARDINGS
DATE: / /
(To be submitted in a separate sealed envelope, Bid is liable to be rejected if unsealed commercial offer is submitted with the credentials)
The envelope containing this Annexure along with all relevant documents to be superscribed : “CREDENTIALS ( as per Anneure -1)”
Please furnish the following documents in support of your credentials :
1. Brief about your organization.
2 .Organisation structure
3. Key people in organization & their profile
4. Audited Balance Sheets for the last financial year ( i.e 2007-08)
* Please add extra sheets if needed in support of your credentials
In case yours is an Advertising Agency pl provide the following details here :
1. Experience in dealing with outdoor media (in No. of years ) : ______Yrs
2. Annual Billing of your agency ( In Rs. Lakhs ) :______Lakhs
3. No of Clients existing : ______No.s
4. Total No of Hoardings required under Bangalore Regional Office : ______No.s
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SIGNATURE & SEAL OF THE BIDDER
ANNEXURE- 2 : Page-1
COMMERCIAL OFFER
REF: BRRO/HOARDINGS
DATE: / /
(To be submitted in a separate sealed envelope, Bid is liable to be rejected if unsealed commercial offer is submitted with the credentials)
The Envelope Containing this annexure to be superscribed : “ COMMERCIAL OFFER ( as per Annexure-2 )”
a. Please quote your offer in the following format for the Hoardings being offered by us in “Rupees per square foot per month basis” for a period of 1 year and renewable for 1 more year.
Type of Market / DISTRICTS / NO OF HOARDINGS REQUIRED. / RATE OFFERED IN “RUPEES PER SQUARE FOOT PER MONTH”STATE CAPITAL / BANGALORE CITY
DISTRICT HEAD QUARTER TOWNS / Mysore
Mandya
Ramangaram
Tumkur
Kolar
Chamrajanagar
OTHER LOCATIONS / Bangalore Urban
Bangalore Rural
Mysore
Mandya
Ramangaram
Tumkur
Kolar
Chamrajanagar
SIGNATURE AND SEAL OF THE BIDDER
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ANNEXURE- 2 :Page-2
COMMERCIAL OFFER
Type of Market / DISTRICTS / NO OF HOARDINGS REQUIRED. / RATE OFFERED IN “RUPEES PER SQUARE FOOT PER MONTH”HIGHWAYS ( NH /SH ) / Bangalore Urban
Bangalore Rural
Mysore
Mandya
Ramangaram
Tumkur
Kolar
Chamrajanagar
Total number of Hoardings required in the above 8 Districts : ______No.s
______
SIGNATURE & SEAL OF THE BIDDER
NOTES :
· *License Fees : Compensation for advertising space ( Hoarding) .
· Offers received for less than 10 Nos hoardings across all the 13 districts will be
rejected.