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Government of the Republic of Trinidad and Tobago

Ministry of Tourism

TENDER PACKAGE

REQUEST FOR TENDER FOR THE PROVISION OF EVENT MANAGEMENT SERVICES

FOR THE POUI FESTIVAL

FEBRUARY 2018

MINISTRY OF TOURISM


REQUEST FOR TENDERS

FOR THE PROVISION OF EVENTS MANAGEMENT SERVICES FOR

THE POUI FESTIVAL

The Ministry of Tourism (The Ministry) for and on behalf of the Government of the Republic of

Trinidad and Tobago (GoRTT) hereby invites Bids from eligible Tenderers for

The Provision of Event Management Services for the Poui Festival

The Tender Documents are comprised of the following as attached:

General Information

Instructions to Tenderers

Scope of Works

Declaration at “A”

Compliance Form at “B”


GENERAL INFORMATION

A. The Ministry of Tourism (“the Ministry”) will select a firm/organization from those Tender

Packages which are deemed eligible and which satisfy the Evaluation Criteria identified herein.

By submitting a Tender, Tenderers accept that they are bound by the Ministry’s procurement

process and the terms and conditions contained herein. Tenderers must carefully examine ALL

the bidding documents and ALL information provided by the Ministry and shall:

a. Consider all risks, contingencies and other circumstances relating to the delivery of the

services, and include adequate provision in the Tender Package to manage such risks

and contingencies;

B. This Request for Tender (“RFT”) does not constitute a binding offer of award for the provision

of event management services. Neither the RFT document nor the RFT process creates a

process contract or any legally binding relationship between the Ministry and a Tenderer.

C. Tenderers should not, and must ensure the officers, employees, agents or personnel do not

place themselves in any situation that may or does give rise to an actual, potential or perceived

conflict of interest during and in relation to this RFT process. Tenderers must immediately

inform the Ministry, in writing, should a conflict of interest (this includes any actual, potential

or perceived conflict of interest) arise at any time during the procurement process. Tenderers

are advised that a conflict of interest may result in a Tenderer being disqualified and debarred

from participating further in the procurement process. In submitting a Tender Package, a

Tenderer warrants that its Tender Package has not been prepared in collusion with any

competitor.

D. Tenderers will immediately be disqualified from participating further in the procurement

process where the Tenderer:-

a. Engages in any collusive, fraudulent, obstructive or improper conduct in the

preparation and submission of their Tender Package;

b. Engage in collusive, coercive or improper conduct in discussions or negotiations with

Ministry representatives;

c. Attempts to influence or provide any form of inducement (personal or otherwise),

reward or benefit to any of the Ministry’s representatives; OR

d. Seek or attempts, by any means whatsoever, to manipulate the procurement

proceedings.


The Ministry reserves the absolute right to report any suspected irregular, collusive or anti-

competitive conduct by Tenderers to the relevant Authority/Authorities and to provide that

Authority/those Authorities with all relevant information including but not limited to the

Tenderers tender package.

E. Late submissions will not be accepted or considered in any circumstances. Information

submitted by Tenderers shall become the property of the Ministry of Tourism. Tender Packages

will not be returned to Tenderers at the end of the procurement process. The Ministry of

Tourism assumes no liability for delivery failures. Electronic submissions will not be accepted.

The Ministry of Tourism reserves the right to accept or reject any application received. The

Ministry also reserves the right to cancel this RFT in its entirety or even partially, without

defraying any cost or liability incurred by any person or firm/organisation.

F. QUALIFICATIONS FOR ALL BIDDERS

All Tenderers must also meet the qualifications stated below. Tender Packages which do not

satisfy all of the following requirements will not be considered:

i. Evidence of similar projects executed within the last three (3) years.

ii. Firm/organisation must provide a description of approach to managing the services to

effectively deliver on the Scope of Works.


INSTRUCTIONS TO TENDERERS

Tenderers are advised to read all instructions carefully – since failure to comply may result in the

rejection of their Tender Packages.

1. SUBMISSION OF TENDERS

Tenderers must provide the following in their tender:-

a) The full name, office and business address of the Tenderers;

b) Signature of the person making the offer, or in the case of a company, partnership or

business firm, by a duly authorized officer or employee of such company, partnership

of the business firm;

c) The initials of the person making the offer must be inserted next to any alterations or

erasures made or in the case of a company, partnership or business firm. In the case

of any discrepancy between the copies of the Tender Package, the original will

govern; and

d) An assurance that prices will remain valid for an initial minimum period of ninety

(90) days from the closing date of the Tender or as stated otherwise.

2. TENDER PACKAGE

The Tenderer must submit the Tender Package via email with the subject:-

Tenderers must submit one (1) original (duly signed and dated) and, four (4) copies each

of the completed Technical and Financial Proposals and one (1) copy on CD-ROM

clearly marked, “Tender for the Provision of Event Management Services for the

Poui Festival” must be prepared in English, delivered in sealed envelopes (With Return

Address) and deposited in the Tender Box (slot dimensions 15 inches x 4 inches)

provided at the Ministry of Tourism’s Head Office at the following address no later than

March 9th, 2018 at 1:00pm.

Ministry of Tourism,

Level 9, Tower C, International Waterfront Complex,

1A Wrightson Road,

Port of Spain.

Late submissions will not be accepted. Information submitted in the Tender Packages

shall become the property of the Ministry of Tourism. The Ministry of Tourism assumes

no liability for delivery failures. Electronic submissions will not be accepted. The


Ministry of Tourism reserves the right to accept or reject any application received. The

Ministry also reserves the right to cancel this request in its entirety or even partially,

without defraying any cost incurred by any person or firm.

The Tender Package shall:-

I. Tenderers must provide a Profile of their company which must include:

Certificate of Registration pursuant to the Companies Act, Chap 81:01;

Certificate of Continuance pursuant to the Companies Acts 81:01;

National Insurance Certificate;

A list of previous and present clients;

Curriculum Vitae of key personnel;

Three (3) references required; and

Information on legal proceedings (criminal or civil), Court Judgments (pending or

otherwise).

II. Income Tax and Value Added Tax (V.A.T.)

Tenders must be accompanied by Valid Income Tax and Value Added Tax

Clearance Certificates issued by the Board of Inland Revenue and dated not more

than six (6) months prior to the closing date of the tender.

III. National Insurance Certificate

Tenders must be accompanied by a valid National Insurance Compliance

Certificate issued in accordance with the National Insurance Act, Chap 32:01

IV. Deadline for Submission of Tenders

Tenders shall be submitted by Friday 9th March, 2018 no later than 1:00 PM.

V. In evaluating the applications submitted, the Ministry of Tourism reserves the

absolute right to:


Accept or reject any contractor that does not adequately meet the criterion.

Assess applications as it sees fit, without any obligation to select any contractor.

Determine whether any contractor satisfactorily meets the established evaluation

criteria.

Request clarification from the Contractor after submission of their tender

documents.

3. EVALUATION CRITERIA

The Project will be open to all eligible tenderers. The Evaluation Criteria illustrates the

standards that will be employed by the Ministry of Tourism to evaluate all submissions.

Tenderers that do not meet the minimum requirements will not be considered.

Each component within the Evaluation Criteria is weighted as follows:

CRITERIA WEIGHTING

Technical

Submission of Documents (VAT, NIS, BIR) 10 points

Experience in managing Corporate Events and/ or Large Festivals 40 points

Years Company has been in existence 10 points

Company has the Human Resource capacity to successfully execute a

successful event (e.g catering, food and beverage, artwork for Evite,

logistical plan)

20 points

Technical Evaluation Score 80

Financial

Cost of Proposal 20 points

Technical Evaluation Score 20

Tenderers must submit adequate evidence to support each of the criterions listed above and

must attain an average score of seventy percent (70%) in order to qualify for consideration.

The Ministry will invite the top-ranked Tenderers to enter into contract negotiations with a

view to contract. Where the contract negotiations prove unsatisfactory to the Ministry, the

Ministry, at its sole discretion, may discontinue the negotiations and initiate negotiations with


the second-ranked qualified Tenderer. The Ministry will notify all unsuccessful Tenderers of

the outcome of the evaluation process, including the name of the successful Tenderer, if any.

4. COSTING/PRICE PROPOSAL

The Ministry requests that Tenderers provide a competitive price proposal based on the

Scope of Works. The Ministry further reserves the right to negotiate any and all ensuing

contract(s) terms including price.

5. BID VALIDITY

Tenderers are required to confirm the veracity of the information and of the documents they

have submitted in response to the RFT in the form of the declaration at A. Tenderers are also

required to complete the Bid compliance and conformance checklist in the form at B.

6. CLARIFICATIONS

Any questions and requests for clarification must be emailed to the Ministry of Tourism,

Level 9, Tower C, International Waterfront Complex, 1A Wrightson Road, Port of Spain.

Email: [email protected].

mailto:[email protected]


SCOPE OF WORKS

Provision of Event Management Services for the Poui Festival

Description:

The Ministry of Tourism hosted its second annual Junior Minister of Tourism competition on

Wednesday July 12, 2017 at the Government Campus Plaza (GCP) Auditorium. The winner of the

Junior Minister of Tourism competition earned the title of “Junior Minister of Tourism” for one year

and represented Trinidad and Tobago at the Caribbean Tourism Organization’s Tourism Youth

Congress held in Grenada. The competition gives students the opportunity to research various facets

of the tourism sector and share their ideas and vision for development of tourism in Trinidad and

Tobago and the Caribbean.

The 2017 winner of the competition, a student of Naparima Girls High School, proposed an idea for a

new signature tourism product in the form of a Poui Festival. This Poui Festival will showcase the

talent and creativity of Trinidad and Tobago, as well as preserve, protect and celebrate our diverse

culture. The Ministry of Tourism is providing support to the Junior Minister to ensure a successful

rollout of the project.

The festival will take place at the Queen’s Park Savannah (between the Poui trees, opposite Queen’s

Royal College) on Saturday April 7th, 2018. The festival is scheduled to run from 9:00am to

11:00pm and will include the following activities:

Showcasing of twenty local vendors and artisans, selling local and handcrafted products

Activities for children such as, kite flying, face painting and bouncy castles

Storytelling, drama and spoken word

Fashion show

Food vendors


The contractor will be expected to provide services as follows:

1. Logistics

The Contractor will be responsible for developing, managing, and executing a master event

logistical plan and timeline.

2. Decoration

The Contractor will be responsible for creating, designing, and providing all décor elements

in keeping with the theme of the event. These will include marquee tents, lighting of Poui

trees, tables, chairs, etc.

3. Master of Ceremonies

The Contractor will source and contract the appropriate Master of Ceremonies to conduct the

event upon consultation with the Ministry of Tourism.

4. Entertainment

The Contractor will source and contract the most appropriate entertainer(s) to assist in

creating the ambience required for the event in consultation with the Ministry of Tourism.

For example, national anthem on pan, singer etc.

5. Technology

Audio-visual support - The Contractor will be required to provide audio-visual support to

ensure that all equipment needs are met: microphone, podium, sound system, DJ, edited

photography digital screen and all other related equipment for display and presentation for

the intended audience.

6. Onsite Coordination

The Contractor will provide sufficient event management staff to coordinate activities at the

venue. The Contractor will also be expected to present to the Ministry of Tourism,

contingency plans in place for any disruptions that may occur. Event set-up and clean-up will

also be coordinated by the Contractor. The delivery of the event deliverables must be done

on-time and on-budget.


7. Food and Beverage

The Contractor will provide a plan with meals and beverages (premium bar) for one hundred

and twenty (120) persons. Ushers and servers to be provided.

8. Artwork design

The Contractor will source and contract the appropriate graphic designer to design all event

artwork, which includes but is not limited to: press ads, E-vite, social media and signage.

9. Photography

The Contractor will source an appropriate photographer to cover all event activities.

10. Videography

The Contractor will source an appropriate videographer to cover all event activities and

submit and produce edited video feature.

11. Signage

The Contractor will provide all event signage including but not limited to banners, event

signs, etc.

12. Cost

The Contractor will submit VAT inclusive cost of the event.


“A”

Date:

Permanent Secretary,

Ministry of Tourism,

Level 9,

Tower C, International Waterfront Complex,

1A Wrightson Road,

Port of Spain.

Dear Madam,

Re: Request for Tender for the Provision of Event Management Services for the Ministry of

Tourism for the Poui Festival

I/We, the undersigned for and on behalf of the Tenderer, hereby offer to provide the captioned

services in line with your Request for Tender as advertised. We are hereby submitting our Tender

Package for the Services.

I/We, hereby declare that all the information provided pursuant to our Tender Package is true and

correct. We/I accept that any misinterpretation contained in it may lead to our disqualification. We/I

further accept that We/I shall bear all costs associated with the preparation and submission of our

Tender Package and any contract negotiations. The Ministry of Tourism shall in no case be

responsible or liable for these costs regardless of the conduct or outcome of the procurement process.

I/We, further agree, that in competing for (and, if we are/I am successful in the award) the contract,

we undertake to observe all the laws of the Republic of Trinidad and Tobago relevant to this process

including but not limited to laws against collusion, fraud and bribery.

I/We understand you are not bound to accept any Tender Package you receive.

Yours Respectfully,

Duly Authorized Signature: __________________________________________________________

Name and Signatory Designation: _____________________________________________________

Name of Firm, Address and Company Stamp: ____________________________________________


“B”

BID COMPLIANCE AND CONFORMANCE SHEET

Tender for the Provision of Event Management Services for the Poui Festival.

Tenderers MUST complete this checklist for submission of their proposal document.

1 Company Profile & Information/Disclosures

YES NO

2 References / Similar Contracts

YES NO

3 Valid Income Tax Clearance Certificate

YES NO

4 Valid VAT Clearance Certificate

YES NO

5 Valid National Insurance Certificate of Compliance

YES NO

6 Bid Validity Period

YES NO

7 Pricing/Costing Submission

YES NO

*I/We certify that the above checked items have been included in our Tender Package. We/I

understand that any non-disclosure or failure to provide all the required information or documents

may lead to the Ministry’s non-acceptance of our offer.

_________________________________ ______________________________

Name (In Block) Date

______________________________ ________________________________

Duly Authorized Signature Company Address & Stamp