Request for Proposal (RFP) – Calling Film Agencies to document films – SBI Foundation

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Last Date for Submission of Proposals – 19th February 2023

SBI Foundation was established by the State Bank of India as a section VIII company under the Companies Act (2013) to undertake the CSR Activities of SBI and its subsidiaries in a planned and focused manner.

True to the Bank’s tradition of “Service Beyond Banking,” the Foundation recognises the importance of engaging with communities across key focus areas such as rural development, healthcare, education, empowerment of PwDs, sustainability & environment, livelihood & skill development, youth empowerment, promotion of sports, and more. In this pursuit, SBI Foundation works across 28 States and Union Territories of India, undertaking several initiatives to make resources available to the most vulnerable sections of the society, directly and through strategic partnerships with impact-making entities in the social sector in the most transparent way to create inclusive, sustainable development. SBI Foundation believes in reflecting the ethos of the State Bank Group in running interventions that are ethical, promote growth and equality, and create a positive impact on society.

About the Request for Proposal (RFP)
SBI Foundation is looking to empanel 2 agencies for its various film, videography and photography requirements (as per the Scope of Work), for an initial period of 1 year which may be renewed up to a total of 3 years based on review and satisfactory performance. The empanelled agency(s) will produce quality, effective videos aligned to the brief of the SBI Foundation MarCom team. This document provides information to enable the agencies to understand the requirements of SBI Foundation for submitting their proposals.

Invitation for Proposals
SBI Foundation hereby invites proposals (technical & financial) from Film Agencies.

Agencies are requested to study this RFP document carefully before submitting their proposals in response to the call for RFPs. Submission of a proposal in response to this notice shall be deemed to have been done after careful study and examination of this document with full understanding of its terms, conditions and implications.

Prospective agencies are requested to check the prequalification criteria before submission of proposal (both technical and financial)

Key Events and Dates:
Process step – Timeline/Details
1. Publication date of the RFP – 08th February 2023
2. Response to the clarifications requested through email – 15th February 2023
3. Last Date for Submission of Proposals – 19th February 2023
4.  First level screening and shortlisting (Opening of Proposals) – 21st February 2023
5. Final presentation to the selection committee – 24th February 2023
6.  Communication of results to successful applicants – 27th February 2023
7.  Submission of Proposals – communications@sbifoundation.co.in

The Final Presentation to the selection committee will be carried out online.

Instructions to the Agencies

1. Completeness of Response:

a. The agencies are requested to study all instructions, forms, terms, requirements, and other information in the RFP document carefully (including proposal format, document checklist, reporting formats etc.). Submission of proposal shall be
deemed to have been done after careful study and examination of the RFP document with full understanding of its implications.

b. The response to this RFP should be complete in all aspects. Failure to furnish all information required by the RFP documents or submission of a proposal not substantially responsive to the RFP documents in every aspect will be at the agency’s risk and may result in rejection of its proposal.

2. Agency Inquiries/Clarifications:

a. The agency shall send their queries to communications@sbifoundation.co.in with the subject line Query: Film & Photography Agency RFP| [Agency Name]before the due date as mentioned. (Refer: Key Events and Dates)

b. Queries on telephone, social media or any other medium will not be entertained.

3. S BI Foundation’s right to terminate the process:

a. SBI Foundation may terminate the RFP process at any time and without assigningany reason thereof.

b. SBI Foundation reserves the right to amend/edit/add/delete any clause.

However, this will be informed to all and will become part of the RFP as an addendum and will be displayed on the website.

c. During the RFP process, if any information is found false/ fraudulent/ mala fide, then SBI Foundation shall reject the proposal and if necessary, initiate appropriate action.

4. Language of Proposal:

a. Proposals should be submitted in English language only.

5. Pre-qualification criteria:

a. The Agency should have a proven track record in producing high quality short form videos and documentary style videos with unique techniques and across different formats, through a team of professional level videographers and editorial competencies.

b. The Agency should be registered with its Head Office in India only

c. The Agency should have worked on projects with reputed brands preferably on a large scale, and in the social development sector.

  • Minimum Years of Experience: 03
  • Minimum Number of Projects: 05

d. A self-declaration (on the letter head) that the Agency does not discriminate based on race, colour, religion, caste, sex, national origin, age, sexual orientation, gender identity, disability, genetic information, citizenship, veteran, marital
status, or any other basis prohibited by law.

e. The Agency should not have been blacklisted by any Government Agency/PSU/Central/State agency or under a declaration of ineligibility for fraudulent or corrupt practices. Documents to be submitted: Declaration from the current authorized signatory
of the company.

6. Documents to be submitted:

  • RFP document/RFP Undertaking Form
  • Technical Proposal
  • Financial Proposal (to be password protected)
  • Evaluation Form (Annexure I)
  • Registration Certificate
  • PAN
  • GST Certificate
  • Copy of Address proof (Electricity bill/Telephone bill, etc.)
  • IT Returns for last 3 consecutive financial years
  • Audited Financial Statements for last 3 consecutive financial years

7. Evaluation Process:

a. The SBI Foundation Proposal Screening Committee will shortlist the proposals based on the shortlisting criteria (evaluation form) and subsequently recommend the same to the management for consideration.

b. The SBI Foundation Proposal Screening Committee shall evaluate the shortlisted proposals based on internal Standard Operating Procedures (SOP) and submit its recommendation to Competent Authority whose decision shall be final in all aspects.

c. Only shortlisted agencies (top 5) from the technical evaluation round, will qualify for the financial evaluation round.

d. Overall scoring criteria:

Stage Weightage
Technical Proposal 70%
Financial Proposal 30%

e. The top 2 agencies with the sum total highest score will be awarded the contract.

8. Payment Schedule:

a. Bank Details mentioning NEFT/RTGS number to transfer the fund electronically should be mentioned as per the proposal format.

b. A grant agreement/MoU will be executed between SBI Foundation and the selected agency(s) with details of additional terms and conditions.

c. Payment shall be released subject to successful approval with regards to the payment format from the Board’s Competent Authority, on submission of invoice and all other supporting documents being in order.

d. Payment will be on project basis and divided into 3 instalments:

Instalment Percentage of Payment

Upon email approval for each project 50%

First Cut of the Film/Photography RAW 20%

Final Deliverables 30%

9. Penalty

SBI Foundation shall be at the liberty to impose penalties, including cancellation of awarded grant, if the agency indulges in fraudulent activities, malpractices, and male fides.

10.Non-Disclosure Agreement (NDA)

The selected agency(s) will have to sign a Non-Disclosure Agreement (Annexure III) with SBI Foundation.

11.Transfer of RFP

The RFP document is not transferable.

12. Proposal Preparation Cost
The agency shall submit their proposal at its own cost and SBI Foundation shall not be held responsible for any cost incurred by the agency. Submission of the proposal does not entitle the agency to claim any cost and rights over SBI Foundation and SBI
Foundation shall be at the liberty to cancel any or all proposals without giving any notice. All materials submitted by the agencies shall be the absolute property of SBI Foundation and no copyright/patent, etc. shall be entertained by SBI Foundation.

13. SBI Foundation’s right to terminate the process
SBI Foundation may terminate the RFP process at any time and without assigning any reason thereof. SBI Foundation reserves the right to amend/edit/add/delete any clause of this Proposal Document. However, this will be informed to all and will become part of the RFP.

14. Submission of Proposals
a. The proposal submission shall comprise of the duly attested RFP (every page), Evaluation Form, along with all the required documents as mentioned in Point 6 – Document Checklist. The financial proposal is to be filled separately as per Annexure II, in a password protected excel sheet. Shortlisted agencies will be contacted at a later stage for the password for the financial evaluation of
proposals. All proposals are to be shared via email only to communications@sbifoundation.co.in before the due date as mentioned. (Refer: Key Events and Dates) viz. 23:59 hours 19 February 2023.

  • Email Subject: [Agency Name] – Film & Photography Agency Proposal Submission
  • Technical Proposal: Technical Proposal – [Agency Name]
  • Financial Proposal: Financial Proposal – [Agency Name]
    Financial Proposal is to be password protected

15. Late Proposals
a. Any proposals received by SBI Foundation after the deadline for submission of the proposal shall be declared late and will be rejected. (Refer: Key Events and Dates)

SBI Foundation shall preferably award the Contract to the selected identified agency at its own discretion.

Scope of Work
The selected agency(s) will serve as a non-exclusive video production company to support
SBI Foundation’s visibility and advocacy requirements. This will involve:

  • Developing scripts and storyboards
  • Video shooting
  • Drone videography
  • Photography
  • Video editing
  • Voice-over recording
  • Subtitling
  • Adapting video content to social media
  • Graphics and animation
  • Audio mixing
  • Livestreaming events
  • Export final version of the video in formats optimized for HD web distribution and broadcast

Guidelines for Proposal

The Proposal should comprise of the following:

1. The proposals must be direct, concise, and complete. All information not directly relevant to this RFP should be omitted.

2. The proposed Film & Photography approach in the technical proposal should be in line with the current Film & Photography trends, while maintaining the brand of SBI Foundation that is built so far.

3. Agency should be able to grasp the brief well, especially the goal and target audience while preparing the proposal.

4. Agency should show passion towards working with the brand and sector, while presenting or inquiring rather than treating the brand as just another client while preparing the proposal.

5. Prices shall be quoted entirely in Indian Rupees. The price quoted would be inclusive of all taxes, duties, charges, and levies as applicable. The detailed financials have to be submitted including cost breakups in a password protected excel file. The
selection team shall reach out to the agency for the password if shortlisted.

Shortlisting Criteria
The shortlisting criteria is as per Annexure II – Evaluation Form. Only the top 5 agencies shortlisted during the technical evaluation will qualify for the financial evaluation stage.

Annexures

Interested agencies are requested to thoroughly check the Request for Proposal (RFP) document and submit their respective proposals to communications@sbifoundation.co.in

Check the ‘Request For Proposal‘ section under ‘Updates’ on www.sbifoundation.in for more information about eligibility and the application process.

Note: Please download, fill in the details and share the annexure documents along with your proposals to info@sbifoundation.co.in

For any queries, please write to us at communications@sbifoundation.co.in

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