Department Of Tourism Tender

Description Technical Specifications Services Of An Event Integrator / Event Management Company Tourism Coordinating Council (tcc) Meeting 18 March 2025 | Manila Or Pasay City I. Background Established Under The Republic Act 9593, The Tourism Coordinating Council (tcc) Is An Inter-agency Body Tasked To Coordinate National Tourism Development Efforts, Including Implementing The National Tourism Development Plan (ntdp). The Department Of Tourism (dot) Secretary Serves As The Chairperson With Heads Of The Dot Attached Agencies, National Government Agencies (ngas), And Representatives Of Public And Private Sectors As Members. The Dot As The Lead Agency In The Overall Implementation Of The Ntdp 2023-2028 Strategic Action Programs In Convergence And Partnership With The Identified Ngas Shall Assign Specific Action Plans To Its Internal Offices As Well As Its Regional And Foreign Offices, And Attached Agencies; Initiate The Involvement Of Tourism, Travel-related Private Sector And Non-government Organizations, Civic Bodies And Academe; And Represent The Council To Both The Houses Of Senate And Congress To Expedite The Passing Of Appropriate Laws And Policies In Support Of The Ntdp. In This Regard, The Dot-otdprim Needs A Conference Integrator / Event Management Company To Provide The Physical And Technical Requirements During The Tcc Meeting. Ii. Scope Of Services The Event Integrator / Event Management Company Shall Provide The Following: 1. Form An Event Management Team / Production House / Conference Integrator That Will Execute, Oversee, And Manage The Required Onsite Physical & Technical Requirements Of The Event; 2. Source And Hire A Facilitator And Technical Writer Who Is Knowledgeable In The Field Of Tourism Development To Moderate The Discussion, Wrap Up, And Synthesize The Event As Well As Prepare And Write The Event /meeting Report; 3. Source And Hire Performers But Not Limited To Solo/group/choral Singers And Cultural/ Festival Performers For The Opening Ceremonies And Production Numbers; 4. Source And Hire A Voice-over Talent/artist To Ensure A Smooth Transition In-between Sessions, And Activities And Make The Program Dynamic And Interactive 5. Provide Delegate/conference Kits/tokens For 100 Technical And Executive Staff As Well As Principal Tcc Participants (see Attached Suggested Items; Final Kits Will Be Determined And Subject For Approval Of The End-user); 6. Handle All Necessary Logistical Requirements Of The Event Management Crew For Event Implementation, Including Land Transportation And Meals; 7. Provide The Following General Requirements: A) Design And Printing Of Creative Materials Including Event Banners/straight Tension Fabric Backdrop, Signage, Digital Juice, Title Card; Stand-by Printer With Ink For Printing Of Documents On The Day Of The Event B) Provide At Least Three (3) Sets Collapsible Backdrop Structure/portable Backdrop Stand/pop Up Structure Backdrop Display Straight With The Following Features: • Material: Premium Quality Aluminum (durable And Lightweight); • Default Size In A Bag: Length = 32cm / 1ft.width = 25.5cm / 1ft. Height = 81cm / 2.65ft. • Assemble Size: Length = 306cm / 10ft. Width = 29.5cm / 1ft. Height = 229cm / 7.5ft. • Tarpaulin Size: Length = 308cm / 10.10feet Height = 231cm / 7.57feet C) Facilitate Technical Rehearsal; Secure A Copy Of Presentation And Management Of Pre-recorded Presentations, Technical Requirement And Etc. D) Conduct Of Final Orientation Or Dry Run Of The Event At A Schedule To Be Identified By Dot Before The Actual Event; E) Record All Sessions And Upload Them To A Specific Online Drive Including All Other Creative Material About The Event; F) Document In Photos And Video The Event To Include Presentations In The Session And Endorse To The Dot In An External Hard Drive With Same-day Edit Video And Photo Documentation; G) Live-streaming Of The Event To A Streaming Platform And Dot’s Official Social Media Pages; (if Necessary) 8. Provide The Following Onsite Physical And Technical Requirements: A) Overall Venue Décor/execution And/or Construction For The Above-mentioned Event To Include But Not Limited To: • Stage Design, And Decorations Such A But Not Limited To Potted Plants And/or Flowers (using The Existing Stage Of The Venue) • Venue Styling By The Theme • Printing Of Banners, Straight Tension Fabric Backdrop, Signage, Title Cards • Twenty (20) Uniform For The Technical/secretariat Team Consistent With The Theme Of The Event (barong/filipiniana With Philippine Weave Textile) • Registration Booth (including Laptop, Clipboard, Pens, Alcohol Dispenser, Etc.) B) Provision Of The Following Requirements For The Event And Coordination With The Technical Team Of The Venue (tbd) For The Setup And Installation Of All Physical And Technical Requirements To Include, But Not Limited To The Following: • Audio-visual And Lighting System (speaker, Microphones, Etc.) • Led Wall Screen 12 X 24ft, Backdrop, Stage/set/production Design • Led Projector And Screen (as Needed) • 9 Units Of 55’ Led Tv Screen • Stage Truss System (as Needed) • 30 Units Of Wireless Conference System Microphone With Chairman And Gooseneck Microphones • Amplifiers • 2 Laptop (mac And/or Windows) With Appropriate Connector • 2 Presentation Clicker/laser Pointer • Appropriate Cables And Video Adapters (vga, Hdmi, Etc.) And • Professional Lighting System (if Needed) • Signage/roll-up Banner (tension Fabric) • Close Circuit Camera And Dedicated Cameras With Pan Tilt And Zoom Capabilities And Remote Operation For Documentation Purposes • Non-wired/wireless Internet Connection Equipment • Provide A Generator Set To Sustain The Electrical Requirements Of The Event And Ensure Uninterruptible Power Supply • Ingress On 17 March 2025 • Egress On 18 March 2025 9. Production Management A) Must Provide A Management Team To Execute The Overall Sequence Including But Not Limited To Artist Management, Technical Queuing, And Pre And Post-event Rehearsals (if Needed). Team Composition: - Program Director (show Caller) - Technical Director - Set And Stage Designer - Venue Stylist - Creative Artwork Specialist - Stage Manager - Production Manager - Others, As Necessary 10. Submit To The Dot The Following After The Event: - At Least Two (2) Copies Of Printed And Electronic Narrative Documentation Report; Compilation Of Documents In Photos And Video Of The Event To Include Presentations In The Session And Endorse To The Dot In An External Hard Drive With Same-day Edit Video And Photo Documentation; Iii. Eligibility And Other Requirements 1. Must Be Accredited By Philippine Government Electronic Procurement Systems (philgeps); 2. Must Be Filipino-owned, Operated, And Legally Registered Professional Conference Organizer/ Production House/events Management Entity; 3. Must Be A Professional Full Service Event Management Services Provider Specializing In Handling/producing/organizing/staging National Level Full-packaged Corporate Events, Corporate Communications, Creating And Staging Physical, Program And Broadcast; 4. Must Be Flexible To Make Adjustments On The Requirements; 5. Must Have Experience In Organizing International Events In The Philippines. Bidder To Submit Company Profile And Events Previously Handled; 6. Must Not Have A Rating Below 80% On The Supplier Performance Evaluation Form For Any Dot-related Events; 7. Bidders Must Submit Their Quotation With Cost Breakdown To Differentiate The Amount Of Service Fee And The Amount To Be Earmarked For The Payment To The Third Parties Or Other Proprietors. Otherwise, Tax Withheld Will Be Credited From The Total Contract Price. Iv. Payment Procedure Government Procedure And Subject To Appropriate Government Taxes V. Approved Budget For The Contract And Mode Of Payment The Approved Budget For The Contract Is Seven Hundred Fifteen Thousand Five Hundred Ninety-nine Pesos And 94/100 (php 715,599.94) Inclusive Of All Applicable Taxes, Government Procedures And Send Bill Arrangement. Contact Person: Ramil S. Basuel Chief, Tdpd Contact No.: 8459-5200 To 30 Local 516 Email Address: Tdpd@tourism.gov.ph Approved By: Warner M. Andrada Director, Otdprim