REQUEST FOR PROPOSAL: DESTINATION VIDEO - CONCEPT DEVELOPMENT & PRODUCTION

Transcription

1 REQUEST FOR PROPOSAL: DESTINATION VIDEO - CONCEPT DEVELOPMENT & PRODUCTION 1. INTRODUCTION The Guyana Tourism Authority is requesting proposals from qualified professionals/agencies for creative services to develop the concept and production of a destination promotional video. 2. DEFINITIONS GTA means Guyana Tourism Authority Request for Proposal (RFP) means this document Director means the person identified in clause 10 of the RFP Vendor means individual or company responding to this RFP Proposal means a Vendor s response to this RFP and includes all of the Vendor s attachments and presentation materials. Selection Committee means the committee that will be reviewing RFP proposals and overseeing work on this project. Services means the duties, tasks and responsibilities as described in this RFP. 3. CONFLICT OF INTEREST Vendors must fully disclose, in writing to the Director on or before the closing date of this RFP, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest between the Vendor and the GTA and/or the Selection Committee. GTA may reject any Proposal where, in the opinion of the GTA, the Vendor is or could be perceived to be in a conflict of interest. 4. VENDOR EXPENSES The Vendor is responsible for all costs of preparing and presenting its Proposal 5. PRICING All Proposals will be stated in United States of America (US) dollars. 6. BACKGROUND The Guyana Tourism Authority was formulated by an Act of Parliament in June of 2002 with a specific mandate to promote the sustainable development of tourism in Guyana. Key objectives of the Authority include marketing and promotion of the Destination, regulating the Tourism Industry through implementation and enforcement of the Tourism Regulations, providing effective training programmes and information dissemination among others.

2 7. PURPOSE OF THE PROJECT The Guyana Tourism Authority is seeking suitably qualified professionals/agencies to develop the concept and video production of a destination promotional video. 8. OBJECTIVE OF THE PROJECT The objective of producing the destination video is to showcase Guyana at key travel and trade shows, conferences and events, and also to be used by local Ambassadors to promote Guyana as a tourism destination of choice and/or as a place to invest. The destination video will showcase the rich cultural diversity of Guyana, abundant wildlife, scenic landscapes and exciting experiences that are unique to the destination and will be used to attract regional and international visitors. The video must surprise viewers and widen perceptions about Guyana and must create intrigue to visit. The video will build the viewer s desire to want to find out more about the experiences that exist within the country. The specific goals of the promotional video are to: Build awareness of what Guyana has to offer to visitors as a vacation destination Enhance and change perceptions of the destination Increase overall visitor arrivals Expected result from the video: Be a key tool in promoting destination Guyana 9. PROJECT DELIVERABLES: Concept Development o Develop and submit a script and storyboard focusing on sending out a clear message about the Destination brand and Tourism product experience. Both to be submitted to the Guyana Tourism Authority for approval before filming. o Develop the overall concept for one (1) 45-second and four (4) 5-minutes promotional destination videos which will be used to showcase and promote Destination Guyana in the international marketplace. Production o The vendor will have experience with all aspects of indoor and outdoor production; provide talent for voice-over or live moderation; music selection (licensing existing or original composition) and is versed in lifestyle and aerial videography

3 o Undertake video filming which must incorporate the tourism product and experience which includes nature & adventure, sport fishing, community based tourism, sports, flora & fauna, heritage & culture. Submit a detailed timeline of the production process and ensure the timely delivery of the service. Present draft videos to the Guyana Tourism Authority for comments about content and incorporate feedback. Produce one (1) 45-seconds video and four (4) 5-minutes videos in High Definition (HD) quality. The four (4) videos will be segmented into the following categories: o Nature & Adventure o Culture & Heritage o Flora & Fauna o Events & Sports Present three (3) master copies for each video produced with any extra footage for future usage. 10. FEES AND PAYMENT TERMS Proposals should include a breakdown of the Vendor s fees and disbursements in completing the Services. Deliverable Payment Terms 1. Submission of work plan (1 week after selection) 10% 2. Develop and submit the script, storyboard and overall concept (3 25% weeks after submission and approval of work plan) 3. Commencement of Film production and field visits (December % February 2017) 4. Upon completion of final product (March 2017) 10% 11. PROPOSAL EVALUATION CRITERIA Selection Method When an alternative is proposed regarding any specific requirement, it will be evaluated to ensure that the desired results will be achieved. Vendors should be aware that certain mandatory requirements have been set out in the terms of reference (scope, deliverables) and submission information. Proposals that fail to provide these requirements may not be evaluated.

4 11.2. Vendor Response Guidelines The following information should be provided in each proposal and may be utilized in evaluating each proposal submitted Team Competence & Resources Describe the capability (technical experience) of the resources proposed. The proposal shall include a summary of the individual and/or proposed project team knowledge, skills and past experience, with a description indicating how and in what ways the proposed resources satisfies the needs and objective identified in the RFP Methodology Clearly articulate the process and qualitative and quantitative methodology to be used, proposed work plan schedule and timeline for deliverables in order to achieve the objectives and deliverables of the RFP. The methodology should also include consultations and timely reporting to the Director Fees and Expenses Expense information should be supplied including a breakdown of costs by major work plan tasks. Prices must be stated in US dollars. 12. RFP TIMETABLE* SUBJECT TO CHANGE RFP Available to the Public 23 rd September, 2016 Deadline for receipt of Questions 30 th September, 2016 Submittal Deadline 14 th October, 2016 Evaluation of Proposals 24 th October, 2016 Oral Presentations (mandatory for selected agencies)* 28 th October, 2016 Selection 31 st October, GTA S RESERVATION OF RIGHTS The GTA reserves the right: To not consider, or reject, any or all proposals in whole or in part for any reasons whatsoever in its sole and absolute discretion; To accept any proposal in whole or in part, even if it does not comply with the terms of this RFP; To shortlist Vendors and require a presentation by the Vendors shortlisted and/or the provision of additional information by shortlisted Vendors;

5 To, at any time, add, delete or modify this RFP and to have Vendors advise the GTA of the effect of such changes on their proposal and/or have the Vendors resubmit their proposals in light of same; To negotiate at any time with any one or more of the Vendors to the exclusion of the other Vendors; and To not proceed, for any reason, with the RFP or the project contemplated in the RFP. All information relating to this video concept and development (audio, digital, project documents, etc.) will remain the property of the Guyana Tourism Authority who will have exclusive rights over its use. 14. SUBMISSION INFORMATION The project would also require the Vendor to articulate execution of the project against a budget not to exceed US$100,000. Any potential additional fees must be indicated in the Vendor s proposal. Please forward all documents on or before October 14 th, Documents should be labelled RFP Concept Development and Production of Destination Promotional Video. Proposals can be sent to: Mr. Indranauth Haralsingh Director Guyana Tourism Authority National Exhibition Center Sophia Georgetown iharalsingh@guyana-tourism.com or Telephone: (592) For more information, contact the office on (592) or Ms. Annarie Shiwram at ashiwram@guyana-tourism.com