Venue Decor, Hardware Provision, Booth Dressing and Draping
1. INTRODUCTION
The Saint Lucia Trade Export Promotion Agency (TEPA) will be presenting Specialty Caribbean Expo 2017 (SCE) from 23rd – 26th February, 2017 at the Daren Sammy Cricket Ground (DSCG).
As with all TEPA events, the primary focus is on increasing exports within priority sectors and markets. The objectives of the SCE 2017 are:
- To create an opportunity for participating exporters (exhibitors) to obtain credible and sustainable leads/markets for products and services.
- To facilitate regional and international buyer/seller connections
- To form /strengthen strategic alliances with relevant Trade partners / officials/agencies
- To promote and improve intra and extra -regional trade
- Identify new distributors, suppliers and representatives for exhibitors product or service
This request for proposal is issued by TEPA for the provision of Venue Décor, Hardware Services, and Booth Dressing and Draping for the Specialty Caribbean Expo 2017.
2. PROPOSAL GUIDELINES
This Request for Proposal represents the requirements for an open and competitive process. Proposals received after the stipulated deadline date and time will not be considered. Where a proposal includes outsourcing or sub-contracting of services, the area of work must be identified and the name and background of the organization or individuals being sub-contracted.
One emailed and/or hard copy of proposal marked “ Response to Request for Proposal – SCE 2017 Venue Décor, Hardware Provision, Booth Dressing and Draping” should be delivered by 4:00 p.m. on Monday October 10th, 2016 to:
Mr. Cecil Bertin
Financial Officer
Trade Export Promotion Agency (TEPA)
2nd Floor, Hewanorra House
Pointe Seraphine
Castries, Saint Lucia
Email: cbertin@tepa.org.lc
Further information and clarification regarding this RFQ can be obtained by written request to:
Mr. Vincent Peter/Mr. Anthony John
Trade Export Promotion Agency (TEPA)
2nd Floor, Hewanorra House
Pointe Seraphine
Castries, Saint Lucia
Tel: 468-2108/468-2123
Email: vpeter@tepa.org.lc/ajohn@tepa.org.lc
The deadline date for receipt of queries and request for clarifications is Friday September 23, 2016
3. SCOPE OF WORK
The service provider is expected to provide the following:
HARDWARE
I. OFFICIAL OPENING
Tent(s) to be used for the Opening Ceremony.
Head table (dressed) for six (6)
260 Chairs (Dressed/Theatre seating)
Podium
II. TRADESHOW FLOOR
200 chairs (2 per booth)
100 x 6 ft tables dressed
III. OUTDOOR DINING
1 x 60 x 40 tent
15 round tables
150 plastic chairs
10 x 8ft tables
*Concessionaire/Sponsor will be responsible for dressing
IV. TRAINING ROOMS (2 locations x 100)
100 banquet chairs (100 to be supplied by the venue/SSI)
2 x dressed head table for 5
- x small tables for projector
V. MAINTENANCE & DÉCOR SUPPLIES
The service provider is required to provide an on-site maintenance service during the event as well as provide an on-site service for the purchase and rental (by exhibitors) of décor items (floral arrangements, chair and table covers, etc) and additional furniture.
B. General Venue Dressing and Decor
C. Booth Design, Dressing and Draping
Approximately Ninety (90) exhibitors must each be provided with Exhibition Booth made from standard/linear pipe and drape or panel construction measuring 8′ x 8′ of booth space facing an aisle, which has an 8′ high back wall and 4’ sides. The front will remain exposed.
The drape colour should complement the Specialty Caribbean Expo logo.
Booth signage to be coordinated by TEPA.
The venue is expected to be available for set-up from 8:00 a.m. on or about Thursday 16th February, 2017 and all of the booths must be handed over to TEPA by 12:00 noon on Tuesday 21st February 2017.
Dismantling of booths to begin from 7:00 p.m. on Sunday 26th February, 2017 and completed by 12:00 noon on Tuesday 28th February, 2017.
Pipe fittings used in the construction of similar booths during EXPO 2012 are stored in TEPA’s warehouse located at L’Anse Road at the old Barclays Bank property currently owned by the Bethel Church. Anyone wishing to inspect or measure the fittings should contact Mrs. Linda Alexander at TEPA tel. 468-2286 or lalexander@tepa.org.lc to schedule an appointment.
Drape fabric is not available and must be factored into the quote.
The service provider is required to provide an on-site maintenance service during the event in the case of damages/needed repairs to Booths.
The SCE2017 logo, full event schedule and site plan are attached.
A site visit for potential bidders has been scheduled for Wednesday September 21, 2016 at the DSGC at 10:00 am. Please confirm your attendance by calling 468-2145, or 468-2286, or e-mail info@tepa.org.lc.
4. SERVICE DELIVERY
The service provider shall provide information on how the work will be scheduled and include assignment of staff and supervisors.
5. REQUIREMENTS
All respondents to the RFQ must submit the following information:
- A summary of the background of the bidder and demonstrated ability to deliver as per the above scope of works.
- Information on how the service will be delivered including staffing levels and assignments.
- Examples of events for which the bidder has provided similar services.
- Two (2) written reference letters from clients
- Proposed fees and costs (inclusive of all taxes) to deliver the services described in the Scope of Works schedule (Section 3) above.
6. SELECTION
The bidder who demonstrates the capacity to meet the requirements set out above will be notified via phone/email no later than 30th November, 2016.
7. DISCLAIMER
TEPA shall not be held liable for any cost(s) associated with the preparation of the proposal or any other costs incurred by any applicant prior to their selection.
8. EVALUATION CRITERIA
All or part thereof of the following criteria may be considered when determining the final selection:
- Quality of previous work and experience, including demonstrated success in providing similar service;
- Ability to deliver proposal requirements in keeping with the scope of work;
- Cost effectiveness including offers of sponsorship.