COPORATE WEBSITE PROJECT

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1 Levels 8 & 9, Tower C Phone: International Waterfront Complex Fax: A Wrightson Road. Port of Spain Trinidad and Tobago COPORATE WEBSITE PROJECT Submitted by: Aldwin Hylegar FEBRUARY 16, 2016 MINISTRY OF TOURISM

2 TABLE OF CONTENTS SECTION 1:TENDER NOTICE 1. Skills and Experience oftenders Award Criteria Submission of Tender...4 SECTION 2: INSTRUCTIONS TO BIDDERS 1. Definitions Scope of Bid Ethical Standards Conflict of Interest Clarification of RFP Documents Amendment of RFP...8 SECTION 3: PREPARATION OF PROPOSALS 1. Proposal Validity Eligibility of Sub-Consultants Preparation of Proposals Language Price Proposals Taxes Submission, Receipt, and Opening of Proposals Tender for the MOT Website Development and Site Support Proposal Evaluation Evaluation of Technical Proposals Opening and Evaluation of Price Proposals Price Proposal Financial Negotiations and Technical Clarifications Technical Clarifications Financial Negotiations Conclusion of Negotiations Award of Contract P a g e

3 18. Confidentiality...14 APPENDIX SECTION 4: STANDARD FORMS: TECHNICAL PROPOSALS 1. Technical Proposal Submission Form Firms Organization and Experience Comments and Suggestions on the Terms of Reference and on Client Input Description of Approach, Methodology and Work Plan for Performing the Assignment Team Composition and Task Assignments Curriculum Vitae (CV) for Proposed Professional Staff Certification...24 SECTION 5: STANDARD FORMS: PRICE PROPOSALS 1. Financial Proposal Submission Form Summaries of Costs Breakdown of Costs by Activity Breakdown of Remuneration Breakdown of Reimbursable Expenses...31 APPENDIX Financial Negotiations Breakdown of Remuneration Rates Reimbursable Expenses...32 SECTION 6: TERMS OF REFERENCE 1. Company Profile Overview Requirements Objectives of this Exercise Site Mechanics and Proposed Site Map Responsibilities of the Developer Deliverables Reporting and Meetings Facilities Provided by the MOT Duration of Assignment Validity of Agreement Consultant Qualifications and Experience Copyright/Ownership of Documents Submission of Tenders P a g e

4 SECTION 1: TENDER NOTICE REQUEST FOR PROPOSAL WEB SITE DEVELOPMENT AND SITE SUPPORT The Ministry of Tourism (MOT) invites qualified and experienced consultants/firms to submit proposals for its Corporate Web Site Development and Site Support. The Ministry of Tourism (MOT) wishes to redevelop its corporate website in an effort to leverage its electronic activities to streamline and improve the operations of the ministry. 1. SKILLS AND EXPERIENCE OF TENDERER: Tenders are expected to have relevant experience and a proven track record in Website development, Design, Hosting and Maintenance. Proposals should also indicate work done within the Caribbean region. FIRMS/ INDIVIDUALS MUST MEET THE FOLLOWING REQUIREMENTS: Experience with Website Development within the tourism industry internationally Have personnel with the required educational and technical qualifications and experience to undertake the work required as it pertains to Website Development and Site Support; Be financially stable (as evidenced initially by audited accounts for the past 3 years, VAT clearance certificate, and National Insurance Clearance Certificates). 2. AWARD CRITERIA MOT will award the contract to the firm or individuals whose proposal has been determined to be fully responsive to the Tender Documents, and who has satisfied the outlined qualification requirements as outlined in the Tender Documents based on the following criteria: Technical Qualifications and Capability of Personnel in Tourism Destination and branding Experience-Specific and General in website development and support Program of Execution and Proposed Concept and Methodology Financial Capability of firm or individual Tenders must first attain a minimum of seventy (70) points where the maximum number of points is one hundred (100) in order to be further considered. 3 P a g e

5 3. SUBMISSION OF TENDER One (1) complete original and four (4) copies of the Technical and Financial Proposals, as well as a CD of the Proposal must be submitted in an otherwise unmarked envelope labelled and addressed to: TENDER FOR Corporate Web Site Development and Site Support Ministry of Tourism Levels 8, Tower C, International Waterfront Complex, 1A Wrightson Road, Port of Spain Trinidad and Tobago Attention: Chairman, Tenders Committee Closing Date for tender:11 th March Bids must be submitted by 4.00 p.m. The MOT does not bind itself to accept the lowest bid or any tender proposal. Late proposals will not be accepted in any circumstances. The Chairman, Tenders Committee Ministry of Tourism 4 P a g e

6 SECTION 2: INSTRUCTIONS TO BIDDERS 1. DEFINITIONS: A. Client or Contracting Agency means the Ministry of Tourism (MOT) with which the selected Consultant will sign the Contract for the Services. B. Consultant or Bidder means any entity or person that may provide or provides the Services to the Client under the Contract. C. Contract means the Contract signed by the Parties and all the attached documents listed in its Clause 1, that is, any General Condition (GC), the Special Conditions (SC), and the Appendices. D. Day means calendar day. E. Government means the Government of the Republic of Trinidad and Tobago (GORTT). F. Instructions to Consultants (ITC) (Section 2 of the RFP) means the document which provides short listed Consultants with all information needed to prepare their Proposals. Letter of Invitation (LOI) means the Notice from the Tenders. Committee inviting Proposals (Sec 1 of the Request for Proposals) Proposal means the Technical Proposal and the Price Proposal. RFP means the Request for Proposal prepared by the Client for the selection of Consultants. G. Services means the work to be performed by the Consultant pursuant to the Contract. H. Terms of Reference (TOR) means the document included in the RFP as Section 5 which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Client and the Consultant, and expected results and deliverables of the assignment. 5 P a g e

7 2. SCOPE OF BID In connection with the Tender Notice for submission of a proposal indicated in Section 1, the Ministry of Tourism (MOT), herein after referred to as the Client or Contracting Agency, issues this RFP to Bidders interested in bidding for the redevelopment, design, hosting and maintenance services of the MOT s website described in Section 5, Terms of Reference (TOR). THROUGHOUT THIS RFP DOCUMENT: In writing shall be interpreted as communicated in written form and delivered against receipt; If the context so requires, singular shall be interpreted as plural and vice versa; Day shall be interpreted as calendar day; and Bid or proposal shall comprise all the forms and supporting documentation submitted by a Bidder, in accordance with the RFP Documents. The Contracting Agency will provide the inputs and facilities specified in section 5 of the Terms of Reference. The BIDDER shall bear all costs associated with the preparation and submission of their proposals and contract negotiation. The Contracting Agency is not bound to accept any proposal, and reserves the right to annul the selection process at any time prior to contract award, without thereby incurring any liability to the BIDDER. In addition Bids will not be accepted electronically. 3. ETHICAL STANDARDS MOT requires that all suppliers, contractors, and bidders participating in its projects, adhere to the highest ethical standards, both during the procurement process and throughout the execution of a contract. Bribery means the act of unduly offering, giving, receiving or soliciting anything of value to influence the process of contracting consulting firms or individual consultants, or executing contracts; Extortion or Coercion means the act of attempting to influence the process, contracting consulting firms or individual consultants, or executing contracts, by means of threats of injury to person, property or reputation, whether or not that threat succeeds in its objective; Fraud means the misrepresentation of information or facts for the purpose of influencing the process, contracting consultant firms or individual consultants or executing contracts, to the detriment of the GORTT, Client or other participants; 6 P a g e

8 Collusion means an agreement between Bidders aimed to result in bids at artificial prices that are not competitive and would deprive the Client from benefiting of free and open competition. Any breach of ethical standards will result in disqualification of the Bidder s proposal or termination of any ensuing agreement. 4. CONFLICT OF INTEREST A Bidder shall not have a conflict of interest. A Bidder shall hold the Contracting Agency s interest paramount, without any consideration for future work, and strictly avoid conflicts with other assignments or their corporate interest. Bidders shall not qualify for any assignment that would be in conflict with their prior or current obligations to other clients, or that may place them in a position of not being able to carry out the assignment in the best interest of the Contracting Agency. The Client may at its discretion refuse to consider the proposal of any Bidder having a conflict of interest. 5. CLARIFICATION OF RFP DOCUMENTS It is the responsibility of the prospective Bidder to understand all aspects of the RFP and to obtain clarification if necessary before submitting a proposal. A prospective Bidder requiring any clarification of the bid documents (RFP) shall contact the Contracting Agency in writing at the Contracting Agency s address: Ministry of Tourism Attn: Aldwin Hylegar Levels 8-9, Tower C, International Waterfront Complex, 1A Wrightson Road, Port of Spain Trinidad and Tobago Or Via to hylegara@tourism.gov.tt The Contracting Agency will respond in writing to any request for clarification provided that such request is received no later than seven (7) days prior to the deadline for submission of proposals. The Contracting Agency shall forward copies of its response to all Bidders who have acquired the bid documents directly from the Contracting Agency including a description of the inquiry but without identifying its source. Should the Contracting Agency deem it necessary to 7 P a g e

9 amend the RFP documents as a result of a clarification, it shall do so following the procedure under Paragraph 6.2 below. 6. AMENDMENT OF RFP At any time prior to the deadline for submission of proposals, the Contracting Agency may amend the bid documents by issuing addenda. Any addendum issued shall be part of the bid documents and shall be communicated in writing to all who have obtained the bid documents from the Contracting Agency. To give prospective Bidders reasonable time to take an addendum into account in preparing their proposals, the Contracting Agency may, at its discretion, extend the deadline for the submission of proposals. 8 P a g e

10 SECTION 3: PREPARATION OF PROPOSALS 1. PROPOSAL VALIDITY Bidders Proposals must remain valid for 90 days after the bid submission date. The Client will make its best effort to complete negotiations within this period. Should the need arise however; the Client may request Bidders to extend the validity period of their proposals in writing. Bidders who do not agree have the right to refuse to extend the validity of their Proposals. 2. ELIGIBILITY OF SUB-CONSULTANTS A Consultant may associate with other Consultants in the form of a legal joint venture (JVCA), or with Sub-Consultants to submit a Proposal. A consultant who submits a proposal may not associate with another Consultant as sub-consultant or in any other form of association to submit a proposal for the same assignment. 3. PREPARATION OF PROPOSALS The Proposal as well as all related correspondence exchanged by the Bidders and the Client shall be written in the English language. In preparing their Proposal, Bidders are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a Proposal. While preparing the Technical Proposal, Bidders must give particular attention to the estimated number of Professional staff-months/weeks/days for executing the assignment as indicated in the Terms of Reference. However, the Proposal shall be based on the number of Professional staff- months/weeks/days or budget estimated by the Bidder. 4. LANGUAGE Documents to be issued by the Bidders as part of this assignment must be in the English language. Technical Proposal Format and Content Bidders are required to submit a Full Technical Proposal (FTP). The Technical Proposal shall provide the information indicated in the following paragraphs from (a) to (c) using the attached Standard Forms (Section 3). A brief description of the bidder organization and an outline of recent experience of the bidder and, in the case of JVCA, for each partner, on assignments of a similar nature are required in Form TECH-2 of Section 3. For each assignment, the outline should indicate the names of Sub-Consultants/Professional staff who participated, duration of the 9 P a g e

11 assignment, contract amount, and Bidder s involvement. Information should be provided only for those assignments for which the Bidder was legally contracted by the Client as a corporation or as one of the major firms within a JVCA. Assignments completed by individual Professional staff working privately or through other consulting firms cannot be claimed as the experience of the Bidder, or that of the Bidder s associates, but can be claimed by the Professional staff themselves in their CVs. A description of the technical approach, methodology and work plan for performing the assignment including any charts, diagrams and comments and suggestions, if any, on the Terms of Reference and Client Inputs. Guidance on the content of this section of the Technical Proposals is provided under Forms TECH-3, TECH-4, TECH-5, TECH-7 and TECH-8 of Section 3. The work plan should be consistent with the Work Schedule (Form TECH-8 of Section 3) which will show in the form of a bar chart the timing proposed for each activity. Curriculum Vitae (CV) of the Bidder s team signed by the team member him/her, (Form TECH-6 of Section 3). The Technical Proposal shall not include any financial information. A Technical Proposal containing financial information may be declared non responsive. 5. PRICE PROPOSALS The Financial Proposal shall be prepared using the attached Standard Forms (PR-1,2,3,4 and 5 of Section 4). It shall list all costs associated with the assignment, including: a) Remuneration and (b) Reimbursable Expenses. If appropriate, these costs should be broken down by activity and, if appropriate, into foreign and local expenditures. All activities and items described in the Technical Proposal must be priced separately; activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. 6. TAXES Where applicable, the Bidder may be subject to local taxes (such as: Value Added or Sales Tax, or Income Taxes on non-resident Foreign Personnel, duties, fees, levies) on amounts payable by the Client under the Contract. Any such amounts shall be stated separately in the Financial Proposal as they will not be evaluated. See Section 4 Financial Proposal, Form PR-2. The applicable amounts will be included in the Contract. Bidders must express the price of their services in the currencies indicated on the financial forms. Bidders must also state the portion of their price representing local cost, in the national currency. 10 P a g e

12 7. SUBMISSION, RECEIPT, AND OPENING OF PROPOSALS The original proposal (Technical Proposal and, if required, Financial Proposal) shall contain no interlineations or overwriting, except as necessary to correct errors made by the Bidder. The Bidder must initial such corrections. Submission letters for both Technical and Financial Proposals should respectively be in the format of TECH-1 of Section 3, and PR-1 of Section 4. The Bidder shall initial all pages of the original Technical and Financial Proposals. The Technical and Financial Proposals shall be sent to the address referred to in paragraph 14.4 below. All required copies of the Technical and Financial Proposal are to be made from the original. If there are discrepancies between the original and the copies, the original governs. The original and four (4) copies of the Technical Proposal shall be marked Original or Copy as appropriate and placed in a sealed envelope clearly marked Technical Proposal. Similarly, the original and four (4) copies of the Financial Proposal shall be marked Original or Copy as appropriate and placed in a sealed envelope clearly marked FINANCIAL PROPOSAL followed by the name of the assignment and the name of the Consultant with a warning DO NOT OPEN WITH THE TECHNICAL PROPOSAL. The envelopes containing the Technical and Financial Proposals shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address, and title of the Bid as well as the application number, and be clearly marked DO NOT OPEN, EXCEPT IN PRESENCE OF THE OFFICIAL APPOINTED, BEFORE 4.00 p.m. 11 th March The Client shall not be responsible for misplacement, loss or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-responsive. The Proposals must be deposited in the Tenders Box situated in the lobby of MOT s office at the following address: TENDER FOR THE MOT WEBSITE DEVELOPMENT AND SITE SUPPORT The Chairman, Tenders Committee Ministry of Tourism Levels 8-9, Tower C, International Waterfront Complex, 1A Wrightson Road, Port of Spain. Trinidad and Tobago 11 P a g e

13 and received by the Client not later than 4.00 PM 11 th March 2016, or any extension to this date in accordance with paragraph 5. Any proposal received by the Client after the deadline for submission shall be returned unopened. 8. PROPOSAL EVALUATION From the time the Proposals are opened to the time the Contract is awarded, the Bidder should not contact the Client on any matter related to its Technical and/or Price Proposal. Any effort by Bidders to influence the Client in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in the rejection of the Bidders Proposal. Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded. 9. EVALUATION OF TECHNICAL PROPOSALS The evaluation committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-criteria, and point system specified in Appendix 1 of Section 2. Each responsive Proposal will be given a technical score (St). A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP, and particularly the Terms of Reference or if it fails to achieve the minimum technical score of seventy points (70). 10. OPENING AND EVALUATION OF PRICE PROPOSALS After the technical evaluation is completed, the Client shall inform the Bidders who have submitted proposals of the technical scores obtained by their Technical Proposals. Those Bidders whose Proposals did not meet the minimum qualifying mark or were considered non responsive to the RFP and TOR, shall also be notified that their Price Proposals will be returned unopened after completing the selection process. The Evaluation Committee will correct any arithmetical errors. When correcting arithmetical errors, in case of discrepancy between a partial amount and the total amount, or between word and figures the former will prevail. In addition to the above corrections, as indicated under paragraph11.1, activities and items described in the Technical Proposal but not priced, shall be assumed to be included in the prices of other activities or items. In case an activity or line item is quantified in the Financial Proposal differently from the Technical Proposal, no corrections are applied to the Financial Proposal in this respect. 12 P a g e

14 11. PRICE PROPOSAL Following the ranking of Technical Proposals, the lowest evaluated Financial Proposal (Fm) will be given the maximum price score (Sp) of 100 points. The price scores (Sp) of the other Financial Proposals will be computed using the formula: Sp = 100 x Fm /Pp where Sp = the price score; Fm = the lowest price; Pp = the proposal price under consideration. Proposals will be ranked according to their combined technical (St) and financial (Sp) scores using the weights of T = 0.70 and P = 0.30 (where T= the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1): S combined = (St x T) + (Sp x P). 12. FINANCIAL NEGOTIATIONS AND TECHNICAL CLARIFICATIONS The Client will meet with the Bidder for technical clarifications one week after award of contract or at a date to be agreed between selected Bidder and Client at: 13. TECHNICAL CLARIFICATIONS Technical clarifications will include a discussion of the Technical Proposal, the proposed technical approach and methodology and work plan. These documents will then be incorporated in the contract as Scope of Services. Special attention will be paid to clearly defining the inputs and facilities required from the Client to ensure satisfactory implementation of the assignment. The Client shall prepare minutes of negotiations and technical clarifications which will be signed by the Client and the Bidder. 14. FINANCIAL NEGOTIATIONS The financial negotiations will reflect the agreed technical modifications if any in the cost of the services, and the negotiated fees. 15. CONCLUSION OF THE NEGOTIATIONS Negotiations will conclude with a review of the draft form of Contract. If negotiations fail, the Client will invite the Bidder whose Proposal received the second highest score to negotiate a Contract. 13 P a g e

15 16. AWARD OF CONTRACT After completing negotiations the Tenders Committee shall award the Contract to the selected Bidder and promptly notify all Bidders who have submitted proposals. After Contract signature, the Tenders Committee shall return the unopened Financial Proposals to the unsuccessful Bidders. The Contract will be prepared by the Client for signature by the Bidder and Client. The Consultant is expected to commence the assignment on the date agreed during contract negotiations at the location agreed during contract negotiations. 17. CONFIDENTIALITY Information relating to evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Bidders who submitted the Proposals or to other persons not officially concerned with the process, until the publication of the award of Contract. Tenders must submit with the tender, the following: If applicable, Tenders must be accompanied by valid Income Tax and Value Added Tax Clearance Certificates issued by the Board of Inland Revenue and dated not more than six (6) months prior to the closing date of tender. Failure to do so will result in your tender being rejected. The Value Added tax must be shown below the Tender price. A statement advising whether there is any litigation affecting completion operation of any project pending against the proponent, and if there is such litigation, name(s) of court(s), and incumbent(s). A statement advising whether or not the proponent and/or any joint venture participants or any of their principals, officers or directors have been involved in bankruptcy proceedings in the past seven (7) years. 14 P a g e

16 APPENDIX I (I) TECHNICAL CRITERIA WEB DEVELOPMENT AND SITE SUPPORT Points: General/ Specific Experience in website development and support -5 General Experience- background in marketing and business development sites - 5 Experience with Customer Relationship Management (CRM) - 5 Experience in building successful corporate and Tourism websites- 5 Creates sites driven by business objectives - 5 Satisfactory reference checks - 5 Total points for criterion (i): 30 (II) TECHNICAL QUALIFICATION AND CAPABILITY OF PERSONNEL General Education\training\qualification and experience - 5 Company has the HR capacity to complete project within the specified timeframe - 5 The company has the back-end support (admin, acct, main., etc.) and provides an appropriate maintenance programmed - 5 Personnel has the necessary programming skill set required for the development of the website - 5 Are the staff courteous and solution oriented as evidenced by references? - 5 Can their personnel provide additional support services for the site such as offline marketing solutions, assist\educates on other desktop applications etc. - 5 Total points for criterion (ii) 30 (III) METHODOLOGY AND EXECUTION The suitability of the SEO Methodology -5 Workable project management methodology - 5 Provision of reliable, secure, high speed hosting solutions 5 Does their solution make sense and address your needs - 5 Does the solution pose an acceptable level of risk e.g. too leading edge? - 5 Total points for criterion (iii) 25 (IV) FINANCIAL CAPACITY 15 P a g e

17 Evaluation of Financial Performance based on ratio analysis 15 Total points for criterion (iv) 15 Total Minimum Acceptable Score is P a g e

18 SECTION 4: STANDARD FORMS: TECHNICAL PROPOSALS 1. TECHNICAL PROPOSAL SUBMISSION FORM APPLICATION NUMBER: [Location, Date] To: Dear Sirs: We, the undersigned, offer to provide the consulting services for in accordance with your Request for Proposal dated... and our proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope. We are submitting our Proposal in association with We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, i.e., we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date agreed during contract negotiations. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: 17 P a g e

19 Name and Title of Signatory: Name of Firm: Address: Contact number: Fax: APPLICATION NUMBER: 18 P a g e

20 2. FIRMS S ORGANIZATION AND EXPERIENCE FIRM S ORGANIZATION Provide here a brief (two pages) description of the background and organization of your firm/entity and each associate for this assignment. FIRMS S EXPERIENCE Using the format below, provide information on each assignment for which your firm, and each associate for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment. Use 20 pages (max.) Assignment name: Approx. value of the contract (in current US$, TT$ or Euro): Country: Location within country: Duration of assignment (months): Name of Client: Total number of staff-months of the assignment: Address: Approx. value of the services provided by your firm under the contract (in current US$, TT$ or Euro): Start date (month/year): Completion date (month/year): Number of professional staff-months provided by associated Consultants: Name of associated Consultants, if any: Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader): Narrative description of Project: Description of actual services provided by your staff within the assignment: Firm s Name: 19 P a g e

21 3. COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON CLIENT INPUT ON THE TERMS OF REFERENCE Present and justify here any modifications or improvement to the Terms of Reference you are proposing to improve performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal. ON CLIENT INPUT Comment here on Client Input according to the Terms of Reference. 4. DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT Technical approach, methodology and work plan are key components of the Technical Proposal. It is recommended that you present your Technical Proposal (inclusive of charts and diagrams) divided into the following three chapters: Technical Approach and Methodology, Work Plan, and Organization and Staffing, TECHNICAL APPROACH AND METHODOLOGY: In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. WORK PLAN: In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into 20 P a g e

22 a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-8. ORGANIZATION AND STAFFING: In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff. 5. TEAM COMPOSITION AND TASK ASSIGNMENTS Professional Staff Name of Staff Firm Area of Expertise Position Assigned Task Assigned 21 P a g e

23 6. CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF 1. Proposed Position: 2. Name of Firm: 3. Name of Staff: 4. Date of Birth: Nationality: 5. Education: 6. Membership of Professional Associations: 7. Other Training: 8. Countries of Work Experience: 9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]: 10. Employment Record (see format here below): From [Year]: To [Year]: Employer: Positions held: 11. Detailed tasks assigned. 22 P a g e

24 12. Work undertaken that best illustrates capability to handle the tasks assigned Name of assignment or project: Year: Client: Main project features: Location: Positions held: Activities performed: 23 P a g e

25 7.CERTIFICATION: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged. Date: Day/Month/Year [Signature of staff member or authorized representative of the staff] Full name of authorized representative: STAFFING SCHEDULE1 Name of Staff input (in the form of a bar chart) 2 Total staff-day input Subtotal Total For Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category (e.g.: web designer, clerical staff, etc.). Days are counted from the start of the assignment. For each staff indicate separately staff input for home and field work. Field work means work carried out at a place other than the Consultant's home office. 24 P a g e

26 WORK SCHEDULE N Activity1 Days/Weeks Months Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as Client approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase. Duration of activities shall be indicated in the form of a bar chart (Present in days/weeks/months as applicable). 25 P a g e

27 SECTION 5: STANDARD FORMS: PRICE PROPOSALS FINANCIAL PROPOSAL SUBMISSION FORMS Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal according to the instructions provided under paragraph 14 of Section 2. PR-1 Financial Proposal Submission Form PR-2 Summary of Costs PR-3 Breakdown of Costs by Activity PR-4 Breakdown of Remuneration PR-5 Reimbursable Expenses 26 P a g e

28 1. FINANCIAL PROPOSAL SUBMISSION FORM (To be submitted with the Financial Proposal (only) To: Dear Sirs: We, the undersigned, offer to provide the consulting services for in accordance with your Request for Proposal dated and our Technical Proposal. Our attached Financial Proposal is for the sum of amount is exclusive of local taxes). This Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. within 90 days after submission date. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: Tel Contact: Fax: Amounts must coincide with the ones indicated under Total Cost of Financial proposal in Form PR P a g e

29 2. SUMMARIES OF COSTS Item Costs [US$] [TT$] Total Costs of Financial Proposal 2 Applicable Taxes TOTAL Indicate between brackets the name of the foreign currency. Maximum of one foreign currency including US dollars; Indicate the total costs, net of local taxes, to be paid by the Client in each currency. Such total costs must coincide with the sum of the relevant Subtotals indicated in all Forms PR-3 provided with the Proposal. Consultant s Rate/Day: 28 P a g e

30 3. BREAKDOWNS OF COSTS BY ACTIVITY1 Activity Name Description of Activity3 No. & Type of Units Location4 Remuneration (fees) $ 6 Reimbursable Expenses $6 [TT$] [US$] [OTHER5] [TT$] [US$] [OTHER5] SUB-TOTALS 1) Form PR-3 shall be filled at least for the whole assignment. For each currency, the sum of the relevant Subtotals of Form PR-3 provided must coincide with the Total Costs of Financial Proposal indicated in Form PR-2. 2) Names of activities should be the same as, or correspond to the ones indicated in the second column of Form TECH-8. 3) Short description of the activities whose cost breakdown is provided in this Form. 4) Location is home or field (work carried out at a place other than the Consultants home office). 5) Indicate between brackets the name of the foreign currency. Use the same columns and currencies of Form PR-2. 6) For each currency, Remuneration and Reimbursable Expenses must respectively coincide with relevant Total Costs indicated in Forms PR-4 and PR P a g e

31 4. BREAKDOWN OF REMUNERATION1 Name2 Position3 Staff-day Rate4 Input5 (Staff-days) [US$] [TT$] Foreign Staff [Home] [Field] Local Staff [Home] [Field TOTAL COSTS 1) Form PR-4 shall be filled for each of the Forms PR-3 provided. 2) Professional Staff should be indicated individually; Support Staff should be indicated per category (e.g. clerical staff). 3) Positions of Professional Staff shall coincide with the ones indicated in Form TECH-5. 4) Indicate separately staff-day rate and currency for home and field work. 5) Indicate, separately for home and field work, the total expected input of staff for carrying out the group of activities or phase indicated in the Form. 6) Indicate between brackets the name of the foreign currency. Use the same columns and currencies of Form PR-2. For each staff indicate the remuneration in the column of the relevant currency, separately for home and field work. Remuneration = Staff-day Rate x Input. 30 P a g e

32 5. BREAKDOWNS OF REIMBURSABLE EXPENSES N Description1 Unit Unit Cost2 TT$ US$ Incidentals Day International flights3 Trip Miscellaneous travel expenses Trip Communication costs between [Insert place] and [Insert place] Drafting, reproduction of reports Equipment, instruments, materials, supplies, etc. Shipment of personal effects Trip Use of computers, software Subcontracts Local transportation costs Office rent, clerical assistance Training of the Client s personnel 1) Delete items that are not applicable or add other items as applicable. 2) Indicate unit cost and currency. 3) Indicate route of each flight, and if the trip is one- or two-ways. 4) Only if the training is a major component of the assignment, defined as such in the TOR. 31 P a g e

33 APPENDIX I 1. FINANCIAL NEGOTIATIONS - BREAKDOWN OF REMUNERATION RATES 2. REIMBURSABLE EXPENSES The financial negotiations shall further focus on such items as out-of- pocket expenses and other reimbursable expenses. These costs may include, but are not restricted to, cost of surveys, equipment, office rent, supplies, international and local travel, computer rental, mobilization and demobilization, insurance, and printing. These costs may be either unit rates or reimbursable on the presentation of invoices, in foreign or local currency. 32 P a g e

34 SECTION 6: TERMS OF REFERENCE 1. COMPANY PROFILE The company s Mission and Vision Statements are as follows: Vision: The Ministry of Tourism is committed to transforming Trinidad and Tobago into in a preferred premiere visitor destination that sustains itself through cultural diversity, strong public private sector partnerships and a business architecture that is people centred, community base and investment driven. The vision of the Ministry of Tourism is an affirmation that projects an ideal state. It introduces key concepts that are critical to success whilst suggesting the role to be played by economic growth, participatory and integrative relationships, meaningful engagements, innovation, sustainability and citizen benefits. Mission: To develop sustainable and responsible tourism through destination promotion, fostering natural and cultural attributes, enhance infustructures, the adoption of state of the art technologies, economic linkages, and increase opportunities for employment and entrepreneurship. The Ministry s mission defines its unique purpose which flows from its intent and offers insight into what it would discharge or generate making use of its resources and core competencies. It is iterative of the vision and flows into lower levels of activity such as the goals and objectives. Services provided by the MOT through its various departments include: The development and maintenance of an environmentally sustainable, high quality tourism product while ensuring a safe and satisfactory visitor experience. Marketing Trinidad and Tobago as a tourism destination Developing, packaging and promoting tourism investment opportunities to attract local and foreign investment in diverse, world-class accommodation and complementary clusters of ancillary facilities Public Relations activities with regard to the credibility and the awareness of the tourism industry and the MOT 33 P a g e

35 2. OVERVIEW Ministry of Tourism corporate website is The site caters to both domestic and international audiences as a corporate and policy website which was developed to work in tandem with the destination website, The corporate website serves primarily to: House all Minister s speeches, press releases, policy documents, latest news, ads and notices etc. Provide information on new tourism based activities, events and festivals Browse and download photographs and videos on the destination Download destination brochures Display a calendar of events The utilization of information technology is key to the destination s strategic plan. The current site is three (3) years old and is in need of a redesign which will include some of the latest trends and technology in web design. An audit of the website was conducted internally and the findings in brief are as follows: Aspects of communication such as e-newsletter, multiple language versions are non-existent. Contact information is excellent; however, the search function is barely acceptable. Frequently Asked Questions (FAQs) are rated as good or very good. On the technical side, the load time of the website and some of its elements was rated as poor and this was the same for the webpage design and the site map. The current site is responsive and able adapt to tablet computers and smart phones. The site looks dated, colours are dull the overall site does not reflect the latest technology. 3. REQUIREMENTS MOT proposes to retain the corporate tourism website address of The Source/Target Markets are: United States of America Canada United Kingdom Scandinavia (Sweden, Norway, Denmark) Germany, Austria, Switzerland (commonly known as GAS) The Caribbean India 34 P a g e

36 4. OBJECTIVES OF THIS EXERCISE To create a website that can build brand awareness of and promote all of the elements of the Trinidad and Tobago tourism product in its key source markets and incorporate Search Engine Optimization To provide a one stop shop for Trinidad and Tobago news, promotion and information resource To establish an effective customer relationship management programmed and creates an online environment that would foster a strong interactive relationship between the MOT and the visitors to the website 5. SITE MECHANICS AND PROPOSED SITE MAP Visitor logs on to Ministry of Tourism corporate tourism website (Parent site) Advances to a region selection page on the parent site and given the option to select a site based on location of origin The proposed site map is as follows: HOME MINISTRY - Minister s Profile - Departments - Library Services - Ministry Publications - Policy Documents - Contact Us - Careers COUNTRY - About Trinidad and Tobago INVESTMENTS INCENTIVES - Project Benefits - Target Projects - Accessing Benefits 35 P a g e

37 - Document Library LEGISLATION - Laws Governing the Ministry STATISTICS MEDIA LIBRARY - Press Releases - Speeches - Calendar or Events - E-Library - Video and Photo Gallery - Announcements 6. RESPONSIBILITIES OF THE DEVELOPER 1. The developer will be responsible for all programming 2. The developer must provide a Content Management System to the MOT and provide the relevant training to the identified personnel. 3. The Macro site should be capable of being updated from Trinidad by MOT staff and the relevant information be updated automatically on the micro/ sub- sites. 4. The developer would be responsible for providing a hosting solution for the site. Note: the site should be hosted by a reputable and reliable supplier, with security being of prime importance. 5. The developer would be responsible for providing a translation solution for the website for the following languages: English, Spanish, French, Portuguese, Chinese and Japanese. Such options must include cost breakdowns for each language translation. A third party vendor may be used for this service. The developer must manage the third party vendor. 6. The site should be database driven. 7. It will be designed in such a way as to ensure optimal positioning on all relevant search engines. 8. It will be designed to work effectively on mobile devices such as cell phones and tablets, as well as traditional computing devices. 9. It will be designed to operate seamlessly on ios and Android devices 36 P a g e

38 10. The site should be compatible to various browsers and resolutions. 11. The site should be able to facilitate video and audio streaming. 12. Provisions should be made for a 24 hr. help desk to be monitored by MOT staff. 13. Pages must be easily downloadable with minimal loading time. 14. The site will have easily accessible statistics focusing on number of unique visitors, their origin and their use of the site. 15. Vendor should maintain the site with 98% up-time guarantee. Vendor should also take care of regular backups, providing virus free site. 16.In case any problem like web site crash/ hacking etc., the vendor would take maximum 2 hours during business hours or maximum 12 hours during non-business hours to make the site up & running. 7. DELIVERABLES Submission of a comprehensive and detailed programmed and price proposal for the development and support of the MOT website. Submission of a master project timeline, indicating critical dates and times for the completion of the website. Three (3) weeks after initiation of work on the project a written combined inception and progress report including a statement of methodology must be submitted to the MOT. Upon award, attendance at bi-monthly progress meetings with the MOT Submission of monthly reports to the MOT outlining plans and activities, progress to date, resources required and constraints Ensure that labour harmony of participating organizations is not adversely impacted by the execution of this service Conduct Benchmarking Surveys to determine the performance of the website. 8. REPORTING AND MEETINGS The Consultant will report to the IT Manager, or his designate of the Ministry of Tourism. A Technical Steering Committee will be established by the MOT to meet at agreed times with the Consultant to review progress reports as it relates to the execution of the Scope of Services and the agreed deliverables. 9. FACILITIES PROVIDED BY THE MOT 37 P a g e

39 The MOT will: Make available any relevant information in its possession. Provide a Project Leader who will be MOT s chief liaison with the Consultant in executing the programmed. Provide any other assistance agreed to, between the MOT and the Consultant during negotiations to ensure a seamless execution of duties. 10. DURATION OF ASSIGNMENT The Consultant shall commence work within ten (10) days of acceptance of the offer to undertake the development of the website and site maintenance subject to any disruption and or delay experience due to any one or more of the following reasons stated below: Any acts of God 11. VALIDITY OF AGREEMENT All Tenders shall be considered firm for a period of ninety (90) days after the date fixed for receipt of Tenders by the MOT in the Tender Notice. In exceptional circumstances, the MOT may request that the Consultant extend the period of validity for a specified additional period. The request and response shall be in writing. 12. CONSULTANT QUALIFICATIONS AND EXPERIENCE The Consultant must provide a comprehensive description, overview of its operations and years of experience. The description should include: A corporate profile detailing the organization chart, key personnel and their work experiences The company s experience in developing websites within the tourism sector Provision of at least three (3) references Provision of any industry recognition and awards Provision of a detailed client s list indicating types of service rendered The company s human resource capacity The audited financial statements for the company for at least the past three (3) years. 13. COPYRIGHT/OWNERSHIP OF DOCUMENTS 38 P a g e

40 The MOT will retain ownership of all programmes, manuals and other material developed for the purpose of this project. 14. SUBMISSION OF TENDERS The Bidder shall submit detailed proposals, based on the above mentioned key requirements as identified in the Scope of Services. Financial and technical proposals must be submitted to the Ministry of Tourism by 11 th March SUBMIT TENDERS TO: TENDER FOR WEBSITE DEVELOPMENT AND SITE SUPPORT The Chairman, Tenders Committee Ministry of Tourism Level 8 & 9 International Waterfront Complex, 1A Wrightson Road, Port of Spain, Trinidad and Tobago. 39 P a g e

41 This page was intentionally left blank. 40 P a g e

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