Ground Transportation
1. SUMMARY/INTRODUCTION
The Saint Lucia Trade Export Promotion Agency (TEPA) will be presenting Specialty Caribbean Expo 2017 (SCE) from 23rd – 26th February, 2017at 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 ground transportation and transportation coordination services for designated overseas participants who will be participating in the Specialty Caribbean Expo 2017. Delegates are expected to be accommodated at participating hotels all located in Rodney Bay, in close proximity to the DSCG. While exhibitors are responsible for their own airport transfers, TEPA will provide airport transfers for invited buyers and speakers.
2. PROPOSAL GUIDELINES
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 and the name and background of the organization or individuals being contracted.
One emailed or hard copy of your “Response to Request for Proposal – Ground Transportation-Foreign Delegation” 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 regarding this RFQ can be obtained by written request to:
Ms. Andrena Simon
Marketing & Promotions Officer
Trade Export Promotion Agency (TEPA)
2nd Floor, Hewanorra House
Pointe Seraphine
Castries, Saint Lucia
Email: asimon@tepa.org.lc
The deadline date for receipt of queries and request for clarifications is Friday September 23, 2016
3. SCOPE OF WORKS
Ground Transportation for foreign participants will be required starting from the period just prior to the start of, during and shortly after the public staging of SCE 2017 from February 23-26, 2017 according to the indicative Ground Transportation Schedule outlined below:
Prior to public staging of SCE 2017- February 21-22, 2016
(i) Airport Transfers
Please note that round trip airport transfers, meet & greet, cold towel and Red Cap service will be required for Speakers and Buyers ONLY and this should be included in the bid based on arrivals at both Hewanorra International Airport (UVF) and George FL Charles Airport (SLU). Indicative dates and the number of persons requiring this service will be provided. A representative of TEPA will also be on hand to meet these guests
(ii) 21st February – Exhibitor set-up
Roundtrip transfers between participating hotels and DSCG for exhibitor set-up, during a four-hour period from 2:00 p.m. to 6:00 p.m. Please provide a quote for this day based on an estimate of approximately 60 exhibitors requiring transportation with shuttles leaving and returning on the hour.
(iii) 22nd February – Exhibitor set-up
Roundtrip transfers between participating hotels and DSCG for exhibitor set-up, during a nine-hour window from 10:00 a.m. to 7:00 p.m. Provide a quote for this day based on 50 delegates requiring transportation with shuttles leaving and returning on the hour. Some delegates from the previous day may return hence the 25/50 on 21st and 22nd.
During SCE 2017 February 23-26, 2017
23rd February – Hotel to Event Transfers
Roundtrip transfers between participating hotels and DSCG to depart hotels between 9:00 a.m. and 9:15 a.m. and return at 4:00 p.m. Quotation should include the cost of having one bus on site to provide a shuttle service between 10:00 a.m. and 3:00 p.m (no more than two trips in the forenoon and two in the afternoon).
23rd February – Hotel to Event Transfers
Roundtrip transfers between participating hotels and DSCG for an evening event. Depart participating hotels between 6:15 p.m. and 6:30 p.m. and return at 9:00 p.m.
24th – 26th February – Hotel to Event Transfers
Roundtrip transfers between participating hotels and DSCG to depart hotels between 8:00 a.m. and 8:15 a.m. and return at 6:00 p.m. Quotation should include the cost of having one bus on site to provide a shuttle service between 10:00 a.m. and 5:00 p.m (no more than two trips in the forenoon and three in the afternoon).
After SCE 2017- February 27, 2017
A quotation to provide airport private vehicle roundtrip transfers and meet & greet/cold towel/red cap service for buyers and speakers. Quote to be based on transporting approximately 25 buyers and 5 speakers, arriving on various flights.
FOREIGN DELEGATES
Ground transportation will be required for the following indicative list of foreign participants:
- 60 Exhibitors
- 25 Buyers
- 5 Speakers
LIST OF PARTICIPATING HOTELS:
- Bay Gardens Beach Resort
- Bay Gardens Hotel
- Coco Palm
- Lucian by Rex Resorts
Please note that shared bus service will only be permitted for guests of St. Lucian by Rex Resorts and Bay Gardens Beach Resort because of close proximity. Separate buses will be required for guest/delegates housed at Coco Palm and Bay Gardens Hotel.
The successful bidder will be afforded the opportunity to provide and coordinate airport transfers to other non-sponsored delegates who will be instructed to contact, make all arrangements with, and pay the service provider directly. Information on the availability of this service will be publicized in the event brochure and website.
The SCE2017 logo, full event schedule and site plan are attached.
4. SERVICE DELIVERY
The service provider is expected to coordinate the ground transportation service and is required to be available as and when required.
Drivers hired must be courteous, experienced and possess a valid drivers’ license. All vehicles assigned to SCE must be in excellent working condition and carry the requisite insurance. The service provider will be responsible for ensuring that the drivers and their vehicles meet the expected quality standards.
The service provider shall provide TEPA with a full report on completion of the contract providing information on among other things the number of persons transported, the number of trips made, any other pertinent information, etc.
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 Scope of Works and Service Delivery defined in Sections 3 & 4 above.
Information on how the service will be delivered including staffing levels and assignments,m vehicle options, etc.
Examples of events for which the bidder has provided similar service.
Contact information for at least three (3) recent clients/references.
Proposed fees and costs to deliver the services described in Sections 3 & 4 Scope of Works and Service Delivery. Please provide a per person price for the meet & greet and hospitality elements and a per vehicle price indicating maximum capacity for both airports, based on guests staying in the Rodney Bay area.
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 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 Works and Service Delivery;
- Cost effectiveness including offers of sponsorship.