Ventilation and Airflow


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 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 Ventilation and Airflow services for the Specialty Caribbean Expo 2017 Venue at the Daren Sammy Cricket Ground.


This Request for Proposal represents the requirements for an open and competitive process. Proposals received after the stipulated 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 subcontracted.

One emailed and/or hard copy of your proposal marked “Response to Request for Proposal –SCE 2017 Ventilation and Airflow” should be delivered no later than 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

Tel: 468-2165



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


The deadline date for receipt of queries and request for clarifications is Friday September 23, 2016


The service provider is to submit a proposal for the services outlined below namely the provision (rental, erection, maintenance) of adequate and suitable cooling devices to be used at SCE 2017 for the cooling and ventilation of the designated concourse areas at the DSCG where the EXPO will be held. The provision of this service shall include but is not limited to:

  • Transportation of the cooling units/devices to the venue for the February 21, 2017 opening of the event;
  • Transportation of the cooling units/devices from the venue after the February 26th, 2017 closing date of the event;
  • Set up and breakdown of the units for/after the EXPO event;
  • Periodic visits to the venue and availability/access to an assigned technician in case of an emergency and/or to check on the units during the staging of SCE 2017.
  • The provision of ancillary services and supplies to ensure the efficient and effective functioning of the devicest
  • Approvals and certificates for all electrical installation works where required
  • Onsite supervision during the event

The full event schedule and site plan for SCE 2017 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


The service provider shall provide a detailed workplan providing information on how the work will be scheduled including assignment of staff and supervisors.


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.
  • Two (2) written reference letters from clients
  • Proof of Certification of ability to carry out such work.
  • Proposed fees and costs (inclusive of all taxes) to deliver the services described in the scope of work (section 3) above.


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


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.


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.