Fashion Show and Design Production

specialty-caribbean-rfp-header

1.    SUMMARY

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 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 inter-regional trade
  • Identify new distributors, suppliers and representatives for exhibitors product or service

This request for proposal is issued by TEPA for the design and production of a Fashion Show for Specialty Caribbean Expo 2017.

2.    PROPOSAL GUIDELINES FOR SUBMISSION

This Request for Proposal represents the requirements for an open and competitive process. Proposals received after this date and time will not be considered. Where a proposal includes outsourcing or sub-contracting of services, the area of work must be identified together with the name and background of the organization or individuals being sub-contracted.

One emailed and/or hard copy of your proposal marked “Response to Request for Proposal – SCE 2017 Fashion Show Design and Production” should be delivered by 4:00 p.m. on Monday October 10, 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 regarding this RFP can be obtained by written request to:

Ms. Portia Williams- Thompson

Marketing & Promotions Officer

Trade Export Promotion Agency (TEPA)

2nd Floor, Hewanorra House

Pointe Seraphine

Castries, Saint Lucia

Tel: 468-2

Email: pthompson@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 design and produce the fashion show titled ‘EXPOzing Fashion’ scheduled for Saturday 25th February, 2016 at the DSCG. The event will be held outdoors and is scheduled to begin at 3:00 p.m. and run for one (1) hour. The details of the event are subject to discussion review, and agreement. EXPOzing Fashion will feature designers participating in SCE 2017 (from the OECS territories and associate Martinique) and may include other guest/invited designers from the same region. Islands to be represented are:

  1. Anguilla
  2. Antigua and Barbuda
  3. British Virgin Islands
  4. Dominica
  5. Grenada
  6. Martinique (associate member)
  7. Montserrat
  8. Kitts & Nevis
  9. Saint Lucia
  10. Saint Vincent and the Grenadines

The service provider/producer will be responsible for the following:

  • Design of the fashion show (in consultation with TEPA)
  • Full production of the fashion show
  • Management of the budget based on agreed fees and conditions
  • Coordination of local and regional designers
  • Model casting and training
  • Payment of models
  • Ground transportation for models and other service providers sub-contracted by the producer
  • Back stage hospitality/catering for models, emcee, designers and any other
  • DJ
  • Event emcee
  • Stage/runway décor
  • Simple full-colour brochure with an abridged bio for each designer and to include contact information

The service provider/producer should be available for media appearances to support marketing and promotion efforts ahead of SCE 2017.

TEPA to provide the following:

  • Stage/Runway (design and construction to be undertaken in consultation with producer)
  • Sound system
  • Backstage production tents
  • Marketing & Promotion of the event
  • Public liability insurance
  • Security, traffic management and emergency services
  • Invitations to media and officials and premium location at event

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 RFP 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 schedules, staffing levels and assignments.
  • Examples of events for which the bidder has provided similar service.
  • Two (2) written references
  • Proposed fees and costs (inclusive of all taxes) to deliver the services described in the project scope.

6.    SELECTION

The bidder who demonstrates the capacity to meet the requirements set out above will be notified via phone/email by 30th November, 2016.

7. DISCLAIMER

TEPA is not liable for any cost(s) incurred in the preparation of the proposal or any other costs incurred ahead of selection of an applicant.

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.