1.    SUMMARY/INTRODUCTION

The Saint Lucia Trade Export Promotion Agency (TEPA) will be presenting Specialty Caribbean Expo 2017 (SCE) from 23^rd – 26^th February, 2017 at the Daren Sammy Cricket Ground (DCSG).

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 Private Security Services 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 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 – Private Security” should be delivered by 4:00 p.m. on Monday October 10^th, 2016 to:

Mr. Cecil Bertin

Financial Officer

Trade Export Promotion Agency (TEPA)

2^nd 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:

Mr. Vincent Peter/Anthony John

Trade Export Promotion Agency (TEPA)

2^nd Floor, Hewanorra House

Pointe Seraphine

Castries, Saint Lucia

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 Private Security service provider will work in close collaboration with the Royal Saint Lucia Police Force, the national law enforcement agency which will provide the central command function for the event.

The selected company is expected to ensure a safe and secure environment for exhibitors, buyers, patrons, invited guests, staff, entertainers, volunteers and other service providers and individuals engaged by TEPA. Parking areas must be secured. Equipment and supplies must be secured at all times, including overnight and K9 services where deemed appropriate. Exhibitors are responsible for securing and/or insuring valuable equipment, however security will be required for exhibitor booths during the event, including overnight.

Security personnel are expected to:

• Deliver the full scope of services outlined
• Be dressed in identifiable company uniforms at all times when on duty
• Work closely and harmoniously with the Royal Saint Lucia Police Force
• Perform duties efficiently and professionally but not be abusive, abrasive, or threatening
• Follow instructions
• Regularly patrol and monitor the venue
• Respond to calls for service in a timely and efficient manner
• Observe, handle and report on disruptive and unacceptable behavior
• Report any safety and security issues/breaches to the Event Manager
• Provide a signed Daily Activity Report at the end of shift, reporting on areas patrolled, incidents, actions, follow-up if required
• Provide a written post-event report
• Attend mandatory pre-event production meetings (adequate notice will be given)

The following indicative list of locations where Security services will be required is provided for information and guidance:

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 is expected to ensure the availability of the required security services in accordance with the requirements of the Scope of Works (Section 3 above).

Security personnel must be courteous, and experienced. The service provider is responsible for ensuring that the deportment of all security personnel meets the expected quality standards.

The service provider shall provide TEPA with a report on completion of the assignment providing pertinent information that can guide the provision of such services at future events.

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 service.

Contact information for at least three (3) recent clients.

Proposed fees and costs 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 30^th 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.

9. 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.

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