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EXPRESSION OF INTEREST (EOI)

FOR EMPANELMENT OF ADVERTISING AGENCIES

Ref: CON/PR/AA/2016 Dated: 29.09.2016 To,

All INS-accredited Advertising Agencies

Sub :Empanelment of Advertising Agencies

Container Corporation of India Limited (CONCOR), a Navratna Undertaking of Govt. of India intends to empanel reputed and professionally-managed Advertising agencies with

a good track record for undertaking various jobs at its Corporate Office in New Delhi. The agency should have full accreditation by the Indian Newspaper Society (INS) not less than 5 years without any breaks and INS accreditation certificates must be

attached. Accreditation must be full and should be valid at the time of submission of the document. Provisional accreditation will not be accepted.

Detailed Procedure for empanelment, Documents to be furnished, Duration of empanelment, Scope of work, Qualifying Criteria, Evaluation criteria, job allocation,

work procedure, other Terms & Conditions and application for empanelment of advertising agency are displayed on our website www.concorindia.com in Tender Section

which may be downloaded from our website. The last date for submission of application for empanelment along with supporting

documents is 21st October 2016 up to 17.00hrs. Documents are to be submitted at PRO Office, Ground Floor, CONCOR, C-3, Mathura Road ,Opp Apollo Hospital New

Delhi-110076. In case of any queries/ clarifications; you may please get in touch with the undersigned on any working day between 9 am to 5.30 p.m. The short-listed Agencies, on the basis of evaluation of offers, shall be subsequently intimated by way of a letter.

Thanking you,

Yours Sincerely,

For Container Corporation of India Limited

Sd/-

( U.Anil Kumar ) Asst.Manager-(F & A)

PRO Office

M-9560597183

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Expression of Interest for Empanelment of Advertising

Agencies

Canvassing or recommendations or putting pressure from any source to influence {the

proce ss of empa nelment of Adv ert ising Ag encie s by CONCOR will lead to

automatic di squalif ic at ion and applic at ions will be su mma rily r eject ed/will n ot

be consid er ed.

1. Introduction

Container Corporation of India Limited (CONCOR ) a premier Multi-modal

logistics service provider operates from 8 Regions across India with a nationwide network of 64 terminals to provide efficient and reliable Multi-modal logistics

support for the country's Export-Import and domestic trade and commerce. 2. The Advertising Agencies shall be primarily responsible for publicity and media

campaign requirements of the Corporation from time to time and to highlight major developments and achievements of CONCOR. All the agencies are

requested to go through CONCOR’s web site www.concorindia.com 3. Procedure for Empanelment

a. Complete documents duly super scribed as “Expression of Interest for

Empanelment of Advertising Agency” for Container Corporation of India Limited (CONCOR ) is to be downloaded from CONCOR’s Website http://www.concorindia.com and shall be submitted on or before

21st October 2016 up to 17.00hrs at Ground Floor, C-3, Mathura Road, Opp. Apollo Hospital, New Delhi. In case the date fixed is declared a holiday, the

application for empanelment along with supporting documents should be submitted on the next working day up to 15.00 hrs without any further notice by CONCOR . Application for empanelment received after the stipulated

date and time will not be accepted. CONCOR will not be responsible for any postal delay. Incomplete and conditional applications will be summarily

rejected.

b. The entire application for empanelment along with supporting documents should

be properly spiral bound , pages duly numbered, and all the pages duly signed with company’s seal. No loose / separate sheets will be accepted..

c. All the documents as attached with application for empanelment must be signed,

along with seal by Authorized signatory of Agenc y. The authorized person on

behalf of the applicant Advertising Agency must fix seal and sign on each and every page of the application for empanelment along with supporting

documents and attached copy of authorization letter. d. All the copies of documents attached must be attested by a gazetted officer, or

by the Advertising Agency's Chartered Accountant, with proper seal and date. All documents, data and other statements in the application for empanelment will be

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subjected to strict proof and verification by this office, if felt necessary. If the seal is illegible, the application will be rejected.

e. CONCOR reserves the right not to assign reasons for declining to consider any particular application or applications. CONCOR also reserves the right to

accept or reject any application or all applicat ions without assigning reason. f. CONCOR reserves the right to terminate the services of the agency any time

without assigning any reason, whatsoever. Such decision shall be binding on empanelled agencies.

g. Incomplete and conditional applications will be summarily rejected.

h. CONCOR reserves right to seek performance report from the other clients of the Advertising Agency.

i. Keeping in view the need and requirements of the Corporation, approximately six

number of top-ranking Agencies will be considered for empanelment. In case

large number of agencies are eligible as per the given criteria, CONCOR reserves the right to restrict the number of agencies to 6 numbers, to be empanelled as per

its requirements based upon the Qualifying criteria , evaluation criteria and

ranking thereof.

j. The agencies are required to submit an undertaking certifying that their agency has not ever been blacklisted from any of the organization/government/PSUs etc

for any reason at any point of time.

4. Documents to be furnished-

a) The agency should have a minimum annual turnover of Rs.2 crores each of the

three consecutive financial years i.e. 2013-14, 2014-15 & 2015-2016. Complete

set of Audited Annual accounts including Balance Sheet and Profit & Loss

a/c duly certified by Chartered Accountant for the last 3 years i.e. 2013-14,

2014-15 & 2015-2016.are to be submitted along with valid Income Tax Clearance Certificates / Income Tax return filed and copy of valid service

tax registration certificate.

b) Copy of the Memorandum and Articles of Association/Partnership Deed / Proprietorship Deed/Certificate of Incorporation (in case of company) etc.

attested by Chartered Accountant of the Advertising Agency must be attached with the application without fail. Franchise is not permitted and application submitted by franchisees will not be entertained.

c) Advertis ing Agency must have full accreditation with Indian Newspaper

Society for not less than 5 years without any breaks and INS accreditation certificates must be attached. Accreditation must be full and should be valid at the time of submission of the document. Provisional accreditation will not be

accepted.

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d) Details of infrastructure at Delhi/NCR office (office space and equipments and machinery), duly certified by the Agency's Chartered Accountant

should be submitted.

e) The Advertising Agency must have a full- fledged office functional at Delhi /NCR continuously for the last five years with sufficient telephone numbers - both fixed and mobile, fax number, and e-mail, which may be contacted even

after office hours for work. Any one of the Documentary evidence of functioning of Advertising Agency's in Delhi/NCR viz. Telephone Bills/

Electric Bills/ rental receipts, valid service tax registration certificate must be submitted along with the application. If any subsequent change in office address should be int imated.

f) Advertising Agency's office in Delhi /NCR must be in an Area / Building

authorized for running Advertising Agency. The Advertising Agency will have to attach a declaration to the effect, that its Delhi /NCR office is located in an area/building authorized for running Advertising Agency. In case of incorrect

declaration the application / empanelment of the Advertising Agency will be rejected / cancelled. A declaration to the effect must be submitted along

with the application by the Advertising Agency that the office premises/building is authorized owned or rented by the Chairman - cum - Managing Director, Managing Director or Partner in the Advertising agency.

The declaration must be given by Chairman cum Managing director or Partner in the Advertising agency.

g) The list of the professionals on rolls with Advertising Agency's Delhi / NCR

office mentioning their name, designation, academic and professional

qualifications and length of service, copy of ESI/PF/EPF etc must be attested by the Chartered Accountant and attached with the application for empanelment.

h) List of clients, viz PSU’s, Govt Sector/Undertaking presently servicing with

dates from and to regarding period of engagement, must be attached with

copy of empanelment letter

i) The authorized person on behalf of the applicant Advertising Agency must fix seal and sign on each and every page of the application, terms and conditions and all documents submitted (copy of authorization letter should

be attached) .

j) The agency should have proven experience in advertising in Print & Electronic media i.e. release of NIT, Chairman Speech, Recruitment ads, classified ads, UFR/AFR ads, corporate campaigns, TV Spots. Radio Jingle etc. (proof to be

attached)

k) Details of National / International Exhibitions organized during previous three years i.e. 2013-14,2014-15 & 2015- 16 ( copy of the work order to be submitted)

l) Quality of brochures / Annul reports, News letters etc produced / printed by the Agency during previous three years i.e. 2013-14,2014-15 & 2015-16 with work

order is to be enclosed.

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m) List of creative media campaigns handled with value during previous three years

i.e. 2013-14, 2014-15 & 2015-16 ( copy of the work order to be furnished)

n) CD Presentation on the given topic at point 7 C should be submitted.

o) Application for Empanelment of Advertising Agency

5. Duration of Empanelment

a) The duration of the empane lment will be for a period of 3 years, extendable to one more year, subject to satisfactory performance from the date of issue

of the letter of empanelment. The Corporation, however, reserves the right to take a final decision on this. CONCOR reserves rights to terminate the pane l / empane lment of any of the empane lled Advert is ing Agency/a ll the

Advert is ing Agenc ies empane lled at any t ime before exp iry o f the empane lment period without ass igning any reasons. The Adver t is ing

Agency sha ll no t be ent it led fo r any damage or compensat ion by reason of such termination.

6. SCOPE OF WORK

a) Conceptualization of creative, designing and media management including release of advertisements in Newspapers, Commercials on TV / Radio etc. for CONCOR’S corporate campaign

b) Printing and Production of :

i) Annual Reports ii) House Journals (English / Hindi)

iii) News letters

iv) Corporate Brochures v) Greeting cards

vi) Diaries vii) Calendars viii) Exhibitions/ Posters/Display materials

ix) Any other print / production jobs c) Design & release of Advertisements in print media for :

i) NITs, UFRs/ AFRs ii) Chairman’s Speech iii) Recruitment/ Auction notices etc

iv) Classified Ads, Tenders, etc. v) To provide inputs such as circulation figures, cost etc for various

newspapers to plan and decide media plan. vi) To liaison with the newspapers and arrange for release of advertisement at

a short notice on desired dates.

vii) Production of TV spots/Radio jingles etc. viii) Organizing Exhibitions, setting-up of stalls / pavilions

ix) Arranging publication of articles in leading news dailies/ magazines

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x) Any other work related to publicity and corporate communication of the organization both in Print & Electronic media.

xi) Media campaign , printing etc .as decided from time to time.

CONCOR reserves the right to award work to any agency, not necessarily empanelled with CONCOR.

7. QUALIFYING CRITERIA - Total Marks: 100 (A + B+C)

A. (Marks: 40, each point 10 marks )

a) The agency should be fully accredited with INS for not less than 5 years without any breaks and INS accreditation certificates must be attached. Accreditation

must be full and should be valid at the time of submission of the document. Provisional accreditation will not be accepted and will be summarily rejected.

b) The agency should have a minimum annual turnover of Rs.2 crores each of the three consecutive financial years i.e. 2013-14, 2014-15 & 2015-2016. Complete

set of Audited Annual accounts including Balance Sheet and Profit & Loss

a/c duly certified by Chartered Accountant for the last 3 years i.e. 2013-14,

2014-15 & 2015-2016.are to be submitted along with valid Income Tax

Clearance Certificates / Income Tax return filed and copy of valid service tax registration certificate.

c) The Advertising Agency must have a full- fledged office functional in Delhi /

NCR continuously for the last five years with sufficient telephone numbers -

both fixed and mobile, fax number, and e-mail, which may be contacted even after office hours for work. Documentary evidence of functioning of

Advertising Agency's viz. Telephone Bills/ Electric Bills/ rental receipts, rent agreement, valid service tax registration certificate must be attached along with the application. Advertising Agency's office in Delhi / NCR must be in

an Area / Building authorized for running Advertising Agency. The Advertising Agency will have to attach a self declaration to the effect, that

its Delhi /NCR office is located in an area/building authorized for running Advertising Agency. In case of incorrect declaration the application / empanelment of the Advertising Agency will be rejected / cancelled. A

declaration to the e ffect must be submitted along with the applicat ion by the Advertising Agency that the office premises/building is authorized owned

or rented, by the Chairman - cum Managing Director, Managing Director Partner or owner in the Advertising agency.

d) The agency should have proven experience in advertising i.e. release of NIT, Chairman Speech, Recruitment ads, classified ads, UFR/AFR ads, corporate

campaigns etc. (proof to be attached) both in Print & Electronic media.

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B. Sub Parameters (Marks: 50. For a ,b & c 10 marks each & for d 20 marks)

a) List of clients, names of PSUs, Government Sectors, Undertaking presently

servicing with dates from and to regarding period of engagement, must be attached with copy of empanelment letter.

b) Details of National / International Exhibitions organized during 2013-14,2014-15 & 2015-16 ( copy of the work order to be furnished)

c) Quality of brochures / Annul reports, News letters etc produced / printed by the

Agency during 2013-14, 2014-15 & 2015-16. Only ONE sample of each with

work order is to be enclosed.

d) List of creative media campaigns handled with value during 2013-14,2014-15 & 2015-16 (copy of the work order to be furnished)

C. CD Presentation : (Marks : 10) (A CD containing a presentation on the

'Theme' mentioned below is to be enclosed along with the Offer Documents). The total duration of the presentation should be approx. 3/5 minutes.

“IMPORTANCE OF CONTAINERIZATION- FOR INDIAN ECONOMY” - DEVISE A CREATIVE CAMPAIGN PROMOTING CONCOR THROUGH

DIGITAL MEDIA AND PRINT MEDIA IN DOMESTIC AND INTERNATIONAL MARKET” (Please note that hard copies of the 'creative’s' or the presentation in hard copy are not required).

Sub-parameters for evaluation of CD presentation shall include:

Line of approach and language of the text

Style of presentation

Strategy adopted

Rationale of the presentation and its relevance to the theme

Creativity / Overall quality of the campaign

The Agencies may be asked to make a presentation before the Committee or alternatively, the Committee may view the CD presentation and evaluate the same.

8. EVALUATION CRITERIA

All the proposals will be scrutinized to assess their eligibility based on the “minimum Qualifying Criteria” (refer to Para 7 (A+B+C)). The pattern of awarding marks will be as under:

7 (A) Total Marks:-40.

Point (a) For compliance = 10 marks. For non compliance = zero Point –(b) Average of last 3 years will be taken into account and accordingly marks will be awarded viz. for Rs.2 to 6 crores = 5 marks, above 6 crores

and up to 10 crores = 7 marks and above Rs.10 crores =10 marks.

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Point ( c) for compliance = 10 marks . For non compliance = zero Point (d) for compliance = 10 marks. For non compliance = zero

7(B) Total Marks: 50. Point a) to c) = For compliance 10 marks for each point and for non

compliance = Zero.

Point-(d) value up to 10 lacs = 5 marks, above 10 lacs and up to 20 lacs=10 marks and above 20 lacs = 20 marks

7(C) Total Marks : 10

The marks will be awarded by the committee based on sub parameters viz. Line

of approach and language of the text, Style of presentation, Strategy adopted, Corporate strength, media strength, PR services, CD presentations,

Rationale of the presentation and its relevance to the theme, creativity /overall quality of the campaign.

The Committee shall submit its recommendations for deciding Six number of top-ranking agencies for empanelment on the basis of combined points obtained

out of 100, the final ranking will be done and 6 top-ranking agencies will be empanelled as per CONCOR’s requirements.

9. JOB ALLOCATION

All jobs will be given on rotational basis. The empanelled agencies will be

required to offer services for routine advertisement releases. In the event of specific launch of a media campaign, CONCOR will contact any/all empanelled agencies for creative options and also reserves the right to distribute the creative

so developed amongst one or more agencies for further release of the same in the Print / Electronic Media which clause will be binding on the agencies.

10. Work procedure -

i. Advert is ing Agency sha ll re lease the advert isement, only to the

publicat ion as instructed by Public Relations Department of CONCOR. ii. Advert is ing Agency sha ll ensure that the advertisements appear in the

specified newspapers in a conspicuous and impressive manner while

occupying minimum space. iii. Advertising Agency shall undertake designing, type setting, art work

preparation of block and matrix as well as art pulls required for release of advertisement, free of cost/without any charges irrespective o f s ize of advertisement, or number of newspapers to which classified/display

advertisement is to be released.

iv. It is made clear that no incidental charges of any nature will be payable by CONCOR to cover any such cost incurred by the Agency dur ing the process of receipt / execution o f release orders issued by the PR office.

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v. Advertis ing Agency shall also ensure that advertisements are published in time. In case of late publication o f the advertisements after stipulated

period/date, it will be the discretion of CONCOR to impose damages and/or disallow partial/total payment. In case there is an error in publication of the

advertisements as compared to advertisement's text approved by PR Department of CONCOR , the Advertising Agency shall arrange to publish the corrigendum immediately, under advice to this office, at its own cost. No bill should be raised

for this and CONCOR will not pay any charges for publication of published corrigendum, what-so-ever.

vi. The Advertising Agency will ensure that the language of Advertisements

published in the newspapers should be the same as the language of the

newspapers until & unless specially instructed.

vii. All the display advertisement's layouts and classified advertisements as designed by the Advertising Agency will be subject to approval by CONCOR prior to re lease to the newspaper. Size o f advert isements should be got

approved prior to release to the newspaper and Advertising bills should be claimed strictly in accordance with the Size / specifications / design approved.

Advertising Agency will ensure to supply the copies of the newspapers in which the respective advertisement has been published.

viii. All the layouts includ ing design and art work of the display advertisements will be strictly subject to approva l by CONCOR pr ior to re lease for

publication in the Daily Newspapers & periodicals. Translation in newspaper's language and proo f read ing will be the to ta l respons ib il ity of the Advert is ing Agency.

ix. Whenever required, the Advertising Agency sha ll have to accept and get

advertisement published at a very short margin o f t ime in specified newspapers on a specified date as indicated by CONCOR . I t is the responsib ility o f the Advert is ing Agency to ensure that correct and

readable advertisement is published. In case, incorrect and not legib le Ads are published by the newspapers, the Advertising Agency must not accept

Advertising Bill of the newspaper and send it back to newspaper telling reasons in writing for not accepting the bill. Copy of such letter should be sent to CONCOR also for information.

11. Other Terms and conditions –

i. Bills raised for advertisement releases should invariably be supported by the original publication / media bills, voucher copies and other relevant bills in

duplicate. Payment in each case will be made after verifying these documents. ii. Charges for jobs, other than press advertisements like printing, production of

TVCs / radio jingles, setting-up of stalls in trade fairs/ exhibitions etc. will be decided on competitive bidding basis amongst the empanelled agencies.

iii) The Agency will not be paid for generating designs, creative options, translation

of material from English to Hindi or into any other Indian language. iv) Adver tising Age ncy shall render free service to CONCOR with regard to

collection of advertisement materials, dis pa tc h of de s igns a nd la youts to

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ne ws pa pe rs , c opy of publis he d a dve r t ise me nts in ne ws pape rs etc by de puting its e xecutives/staff fre que ntly as re quire d.

v) CONCOR reserves the right to get Advt. designe d as well as release any adver tise me nt direct ly to the ne ws papers, ma gazines etc.

vi) CONCOR reserves the right to use the logo, design, layout etc. prepa red by any Advert ising Age nc y for releasing advert ise me nts directly through any other Adver tising Age ncy or any other source as deeme d fit by this organization

without Advert ising Agenc y's consent, whic h designed the advertise ment.

vii) T he Age nc y wil l ha ve to ens ure complia nce with copyright, pa te nts and other inte llec tual Property la ws, in all mater ials, including art work/design, supplied by the m. The Adver tising Agenc y wil l be completely liable in all suc h cases, and no

liabi lity shal l lie with CONCOR

viii) CONCOR have all rights to inspect Advertis ing premises during office hours on any working day.

ix) If Agency fa ils to release and pub lish the advert isement within the specified time limit as stipulated by CONCOR or the advert isement in

quest ion is pub lished on a later date, CONCOR (CONCOR) will have every right to impose damages on the Advertising Agency and the amount as decided, will be deducted from the bills of the Advt. Agency.

x) All creative’s submitted along with the application of empanelment will

become the property of CONCOR . CONCOR reserving the right to utilize them for any of their media campaigns with no compensation or remuneration to be offered for the same.

xi) CONCOR reserves the rights to add, delete or revise any of these

conditions, and also include special conditions as new ones, as and when required.

xii) Security Deposit :-The empanelled agency will be required to submit Security Deposit in form of Demand draft or Bank guarantee from Scheduled

banks amounting Rs.50,000/- in f/o. CONCOR.valid upto the contract period and the same shall be refundable at the time of expiry of the tenure without interest. SD in other forms shall not be entertained. The security deposit is

liable to be forfeited wholly or partially if deficiency is found in the services of the party or fails to fulfill any agreed terms and conditions

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APPLICATION FOR EMPANELMENT OF ADVERTISING AGENCY

Name of Advertising Agency: Full Address :

Tel Nos: Fax No:

Name of Contact Person : Tel No:

Fax No- E-mail :

Mobile No:

To, The Chief Public Relations Officer,

Container Corporation of India Ltd (CONCOR) C-3, Mathura Road, Opp. Apollo Hospital New Delhi – 110 076

Dear Sir,

I/We have perused the attached “Expression of Interest for Empanelment of Advertising Agenc ies” documents and hereby agree to abide by all the said

conditions. I/We have signed on each page, along with our seal, signifying our acceptance.

I/We attach a ll documents a s mentioned in be low, o f this app licat ion, fa iling which my/our application will be deemed incomplete and may be summarily

rejected.

I/We have understood and agree that in case we indulge in canvassing or trying to influence the process of empanelment or the decision of CONCOR before, during or after the empanelment process, our application will be summarily rejected.

The following documents are enclosed with this application for

empane lment.

1. EOI document signed on each page, along with our seal, signifying our

acceptance. 2. Full accreditation with INS for not less than 5 years without any breaks and INS

accreditation certificates is attached and valid at the time of submission of the document.

3. For minimum annual turn over of Rs. 2 crores Complete set of Audited Annual

accounts including Balance Sheet and Profit & Loss a/c duly certified by Chartered Accountant for the last 3 years i.e. 2013-14, 2014-15 & 2015-2016 along with Valid

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Income Tax Clearance Certificates/Income Tax return filed & copy of valid service tax registration certificate for last 3 years.

4. Proven experience in advertising i.e. release of NIT, Chairman Speech, Recruitment ads, classified ads, UFR/AFR ads, corporate campaigns etc. (proof attached) both in

Print & Electronic media. 5. List of clients, names of PSUs, Government Sectors, Undertaking presently servicing

with dates from and to regarding period of engagement, must be attached with

copy of empanelment letter. 6. Details of National / International Exhibitions organized during 2013-14,2014-15 &

2015-16 ( copy of the work order enclosed) 7. Quality of brochures / Annul reports, News letters etc produced / printed during

2013-14, 2014-15 & 2015-16. (One sample of each with work order is enclosed).

8. List of creative media campaigns handled with value during 2013-14,2014-15 & 2015-16 (copy of the work order enclosed).

9. Copy of CD containing presentation on given topic at Point 7 C. 10. Attested copy of the documentary proof that Advertising Agency's office in Delhi

/NCR is an Area / Building authorized for running Advertising Agency.

11. Copy of Memorandum and Articles of Association / Partnership Deed / Proprietorship Deed / Certificate of Incorporation(in case of Companies).

12. List of professionals on rolls at the Delhi /NCR Office, along with details of the professionals, such as their names, designation, academic & professional qualifications, length of service with the agency, copy of ESI/PF/EPF etc duly

certified by Agency's Chartered Accountant. 13. Details of infrastructure at Delhi/NCR office (office space and equipments and

machinery), duly certified by the Agency's Chartered Accountant. 14. Attested copies of the documentary proof establishing that my/our advertis ing

agency's Office in Delhi /NCR is functional for the last 5 years without any break.

All statements made and all documents and data enclosed, are true to the best of

my/our knowledge and belief, and liable to proof when asked by CONCOR. All copies of documents enc losed are true to the origina ls which can be called for inspection and verification by CONCOR Office at any time.

This application have also been signed by me/us.

Signature Name of the Signatory

(In Block Letters) Address of the Agency

With Official Seal Place Date