DEPARTMENT OF TOURISM REGION I Tender

Description Terms Of Reference Project: 2024 Wsl World Junior Championships And 2025 La Union International Pro Qualifying Series Requirement: Procurement For Events Management Services I. Background And Objective The World Surf League (wsl) Is Once Again Bringing To La Union One Of Its Most Prestigious International Single Events, The 2024 Wsl World Junior Championships On January 13- 19, 2025 In Partnership With The Tourism Promotions Board, The Department Of Tourism Region 1 And The Provincial Government Of La Union. The 2024 Wsl World Junior Championships Will Feature 24 Men And 24 Women, Aged 20-years And Under, The Best Of The Best From Seven Different Regions Around The World, Including Australia / Oceania, Asia, Africa, Europe, Hawaii / Tahiti Nui, North America, And South America, On Their Quest To Become The 2024 Wsl World Junior Champions. In Addition, The 2025 Wsl La Union International Pro Longboard Qualifying Series Will Also Be Happening In The Same Venue On January 20-22, 2025. As The Host Venue, These Competitions Reinforce La Union’s Status As A Premiere Surfing Destination And The Philippines’ Position On Global Surfing Map. It Will Also Provide Our Filipino Surfers The Invaluable Opportunity To Compete Alongside The Best In The World While Giving Economic Opportunity And Benefits To Local Community Stakeholders. With This, Preparations Are Underway To Ensure That The Athletes And Their Companions Are Provided With A Filipino Brand Of Experience During Their Stay In Our Country. As One Of The Main Partners In Staging The Said Events, The Department Of Tourism Is Requested To Provide Assistance In The Following:  Ensure That A Safety And Security Plan Is In Place For The Duration Of The Event  Ensure The Proper Arrival Reception, Registration And Profiling Of All Participants;  Assist In The Installation Of Event Collaterals Within The Venue And Nearby Areas;  Secure Internet Service Provider Partner;  Assists With In-event Logistics And Coordination, Including The Management Of Working Committees' Meals;  Host The Opening And Welcome Ceremonies With Pre-event Press Conference In Relation To This, The Department Of Tourism Region 1 Requires The Services Of An Event Organizer To Assist The Dot Region 1 In The Management And Facilitation Of The Event And Its Various Activities Including Provision Of The Various Logistical Requirements For The Duration Of The Event. Ii. Specifications Requirement Specifications Events Venue Rental And Physical Set-up Events Venue Rental - Available On A Specified Date (tentative Date: January 12, 4pm – 11pm) - Outdoor Flat Area With Wide Parking Space, Can Accommodate Stage Set-up And Round Tables For 250 Pax Press Conference Area - Set-up And Styling Of Press Conference Area - Printing And Set-up Of Event Back Drop Elevated Stage Set-up And Canopy Tent  30 X 20 X 3 Feet Elevated Stage With Roofing  Complete Lights & Sound System With Provision For Full Band Set-up And Standby Generator Set  9x 18 Ft Led Wall  Stage Styling  Concert Canopy Roofing Or Equivalent (approx. 60 X 30 X 10 Ft Or Can Accommodate Up To 30 Round Table Set- Up)  Tables And Chairs Set-up And Styling (for 250 Pax) Meals Pre-event Coordination Meeting Tentative Date: January 10, 9:30am – 3:00pm  Meeting Venue For 50 Pax, U-shaped Set-up Plus  Space For Secretariat Table  Provision Of Am Snacks, Buffet Lunch And Pm Snacks For 50 Pax Press Conference Tentative Date: January 12, 4:00pm – 6:00 Pm  Press Conference Set-up  Provision Of Pm Snacks/ Cocktails 250 Pax Preferably With Menu Featuring Region 1 Or La Union Food And Gastronomy Opening Program Tentative Date: January 12, 6:00pm – 11:00 Pm  Banquet Rounds Or Any Equivalent Appropriate Set-up  Provision Of Buffet Dinner For 250 Pax, Preferably With Menu Featuring Region 1 Or La Union Food And Gastronomy Performers And Other Professional Services Press Conference And Opening Program  Provision Of Emcee/ Host  Provision Of Group Performers Appropriate For The Event Preferably Featuring Region 1 Or La Union Culture  Program Facilitation And Direction Event Collaterals Production And Printing Of The Following Items: 100 Pcs Customized Inabel Beach Towels  Locally Sources From La Union Or Region 1  Size: Approx. 65 X 30 Inches  Material: Local Inabel Weave With Personalized Name Embroidery  Color: Assorted Stripes (region 1 Colors) Sample Products. Suppliers May Suggest Similar Items Subject To Approval Of End-user. 100 Pcs Customized Beach/ Surfers’ Hat  Unisex, Waterproof/ Quick Drying, Foldable With Adjustable Chin Strap  Material: Waterproof/ Quick Drying, Lightweight  Size: 55-60 Cm Head Circumference  Color: Assorted Color (khaki Army Green Navy Blue Gray Black Lotus Root Pink Brick Red  Print Lay-out: To Be Provided By End User Sample Products. Suppliers May Suggest Similar Items Subject To Approval Of End-user. 100 Pcs Customized Beach Bags Unisex, Waterproof/ Quick Drying,  Mesh Bag  Size: 12 In By 18 In Or Larger  Backpack  With Customize Print Sample Product. Suppliers May Suggest Similar Items Subject To Approval Of End-use The Service Provider Shall Work In Close Coordination With The Dot Region 1 Project Team In The Delivery Of Required Services. All Deliverables And Any Adjustments In Logistics As Specified In The Above Matrix Shall Be Properly Coordinated And Approved By The Project Officer Prior To Execution. Iii. Approved Budget Of The Contract The Approved Budget Of The Contract Is Seven Hundred Fifty Nine Thousand Five Hundred Seventy Five Pesos Only (php 759,575.00) – Inclusive Of Tax. Mode Of Payment – (government Procedure) One-time Direct Bank Payment Through List Of Due And Demandable Accounts Payable-advise To Debit Account (lddap-ada) Or Check At Least 2 Weeks Upon Completion Of All Deliverables And Receipt Of Statement Of Account Based On Actual Utilization/number Of Pax Utilized Inclusive Of Applicable Taxes. Iv. Qualification Of Bidders/ Legal Technical Requirements  Certificate Of Philgeps Registration/number  Current Mayor’s/business Permit  Updated Annual Income Tax Return  Omnibus Sworn Statement  Company Profile  Engaged In The Business For At Least Three (3) Years At The Date And Time Of The Opening Of Bids;  Must Have A Minimum Of 3 Years’ Experience In Providing Logistical Requirements For Small, Medium, Or Large-scale Events, And The Activities; Reminders To Bidders: 1. Please Note That Projects Will Be Awarded Per Lot. 2. All Bidders Must Submit Their Mayor’s/business Permit, Philgeps, Certificate/number, Annual Income Tax Return And Omnibus Sworn Statement With Their Quotations/proposals Per Lot Not Later Than The Indicated Deadline On The Philgeps Website. 3. Shall There Be Any Clarifications Or Questions, You May Contact The Bac Secretariat Through Dot1@tourism.gov.ph Or Cp No. 09171564250