MALDIVES ASSOCIATION OF TRAVEL AGENTS AND TOUR OPERATORS

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2 CONTENTS 1. INTRODUCTION 1.1 COMPANY OVERVIEW 1.2 PROJECT OVERVIEW 1.3 PURPOSE 2. STATEMENT OF WORK 2.1 SCOPE OF WORK 3. GENERAL TERMS OF PROPOSAL PROCESS 3.1 PROPOSAL PREPARATION COSTS 3.2 PROPOSAL EVALUATION 3.3 PROPOSAL PRESENTATION 3.4 ACCEPTANCE OF PROPOSAL 3.5 TERMS 3.6 PROPOSAL CONTENT 3.6 SUBCONTRACTORS 3.7 PROPOSAL CONTENT & INNOVATION 4. PROPOSAL SUBMISSION PROCEDURE 5. INQUERIES Page 2 of 10

3 1. INTORUDUCTION 1.1 Company Overview Maldives Association of Travel Agents and Tour Operators, is one of the leading organizations in the Travel Industry established in Apart from local travel agents who are the key members of this organization, also represents resorts, hotels and airlines. In addition to the advocating efforts of this organization, we take part in major international travel exhibitions, publish our annual Travel Guide, and also hosts the Maldives Travel Awards. 1.2 Project Overview Maldives Travel Awards, by was launched in With a collaborative effort of the Industry, Maldives Travel Awards, today, is the premier event for the travel Industry of Maldives, and also the most prestigious recognition celebrated at this level. Maldives Travel Awards made its international debut in 2015 at the limelight of Arabian Travel Mart Dubai. has since decided to hold two editions of the Awards, one to be hosted in Maldives and a special edition hosted abroad annually marks the 5 th Anniversary of the Maldives Travel Awards, coinciding with Visit Maldives Year celebrations. intends to bring major changes into the format of the awards, marketing and outreach. In 2016 new categories will be introduced, and along with a makeover of the travel awards website. The numbers for the travel awards have been growing, with more than 35 categories, over 150 nominations expected in 2016, representing top travel brands and leading properties in the Maldives. Travel Awards Gala nights are attended by a close to 300 industry professional and followed by worldwide media making it the travel event of the year for Maldives. The purpose of this RFP is to find a an brand and event management agency for Maldives Travel Awards, who will be contracted to market, advertise, organize the award events according to mutually agreed terms conditions and plans for the further development of the Awards. 1.3 Purpose Maldives Association of Travel Agents and Tour Operators, is seeking professional services for the purpose of recreating a strong brand identity for Maldives Travel Awards, by developing and managing the current award platforms, (Travel Awards website, and Awards events) The purpose of this Request for Proposal (RFP) process is to invite interested parties with resources and expertise to manage and develop Maldives Travel Awards. Page 3 of 10

4 2. Statement of Work The company selected must be a full service advertising and/or marketing and event management agency with demonstrated competence and qualifications for the project; a detailed knowledge of successful marketing approaches as well as a creative and comprehensive overview that takes into account all marketing opportunities with the Awards, while adding value to existing components of the Awards. will have a designated team of internal staff as resources for some aspects of the event such as development of theme, budget, plus event promotions. 2.1 Scope of Work For each of the following project areas, the Proposer should prove capability; describing strategies to be used and quality controls. Sufficient detail must be given and must include examples of past projects, ability to meet deadlines, and managerial experience. The Proposer should demonstrate knowledge and understanding of brand in a global marketplace. Brand Development and Promotion As part of the plans to re-launch the Travel awards, the contractor is required to provide a detailed, and scheduled plan for developing and redesigning major components of the awards including the travel awards website. This includes, a new brand packaging for Maldives Travel Awards for marketing and promotional purposes. A complete and comprehensive promotional packaging with new designs and templates for Travel Awards communications materials, letters, invitations, and media kits. Concept, create and develop a marketing and promotional strategy to place Maldives Travel Awards as a strong brand that represents the Travel Sector of Maldives and its achievements and signifies the destination in the International Travel Market. This includes, but is not limited to expanding and developing and adding more products to existing Travel Awards Platforms. Have a strategic and creative approach to present the Travel Awards with a designated theme that celebrates the industry. Create and produce marketing materials for the awards that compliments with the theme of the awards. (Audio Visual presentations, Posters, banner, backdrops, Videos, songs, commercials, etc.) Create and produce digital templates for Travel Awards related communications and presentations. (Logos, Letter heads, business cards, invitation cards etc.) Page 4 of 10

5 Establish media partnerships with local and international media for the promotion of the Awards. Development of the Travel Awards Website Develop and relaunch the Travel Awards Website - develop the Travel Awards website as the key media to promote the awards and interact with travelers. The website should appeal to travel community, have the ability to collect data, (through opinion polls), convey travel information and up to date news on Travel Awards. Concept, create and develop an online marketing campaign that integrates and promotes the travel awards website, to attract more international travelers to visit to the website and participate in the awards. Website should have designated advertising space for travel awards partners, sponsors or for individual advertising. Travel Awards Events Management The current travel awards events includes Awards related Press meetings Throughout the year Judging Session before the first Award Night (May- June) Award Night (local Edition) (July Aug) Award Night (International Edition) - November The contractor will be responsible with all the aspects of the event management for all Travel Awards related events. This includes, but is not limited to Press handling, Invitations, Venue arrangements, Transport and other logistics, on stage entertainment, audio visual, floor management etc. The proponents, can, according to their marketing and promotional strategy add more events to the Awards Calendar. encourages the use of local talent and artists in the development of the Travel Awards related media products. Manage production of awards. Our Company will manage award categories, nominations, and selections. Manage production of gala awards dinner including agenda, meals, entertainment. Create all on-site signage including schedules, registration area, dinner, and session rooms for the judging. Audio-Visual Work with AV contractor/hotel for all audio/visual requirements. Page 5 of 10

6 Photography and Videography for all Travel Awards related events, news conferences and gala nights, should be archived and made available to within at least five days after each event. Manage communications with staff involved with the event including marketing/sales/customer service staff and speakers. Media Relations Coordinate with PR for PR related to the conference. As Maldives Travel Awards is the premier event of the Travel Industry, that represents the diversity and elegance of Maldives as a destination, the contractor must demonstrate the creative and technical ability to bring forth an event that complements with the destination. Marketing and Sponsorship Identify and allocate commercial opportunities for the Industry with Maldives Travel Awards. Seek Develop cooperate partnerships for the Travel Awards that will mutually benefit the two contracting parties. Allocate Advertising space on Travel Awards website, Gala Events and on other communication media. Contact and confirm sponsors for Travel Awards various sponsorship levels will provide a list of previous sponsors. Communicate with sponsors on their requirements, deadlines, and deliverables. For this part of the proposal, proponents should present a projection for the budget which their marketing strategy can raise from the sponsors or cooperate partners. The main objective of is to make Maldives Travel Awards financially independent and strong. Proponents should display the marketing capability to present an optimistic market value for the Awards. Note: Contractor will have the right to act independently to seek sponsorship opportunities and partnerships, however, any such contract should be made directly with. 3.0 GENERAL TERMS OF PROPOSAL PROCESS 3.1 PROPOSAL PREPARATION COSTS All expenses incurred by the Proponent in preparation and submission of this Proposal are to be borne by the Proponent, with the express understanding that no claims for reimbursements against will be accepted. Page 6 of 10

7 3.2 PROPOSAL EVALUATION recognizes that Best Value is the essential part of purchasing a service and therefore may prefer a Proposal with a higher price, if it offers greater value and better serves s interests, as determined by, over a Proposal with a lower price., at its sole discretion, reserves the right to: Reject any or all Proposals whether complete or not; Reject any Proposal it considers not in its best interests; Waive any minor irregularity or insufficiency in the Proposal submitted; Not be liable for misunderstandings or errors in the Request for Proposals; Issue addenda to the Request for Proposals; Contact references provided by the Proponents; Retain independent persons or contractors for assistance in evaluating Proposals; Request points of clarification to assist in evaluating Proposals; Negotiate changes with the successful Proponent; and Withdraw the Request for Proposal. Proposals will be evaluated based on the following criteria: Criteria Proposal matches objectives for Travel Awards Adherence to the tasks dictated by the RFP Working within the budget identified Cost reasonableness, appropriateness. Cost effectiveness against the projected sponsorship budget PR and Marketing Strategy Marketing strategy including quality and responsiveness of proposal to the Goals and Objectives and Scope of Service The effectiveness of proposed marketing campaigns (online and other media and especially with International Media), global outreach Innovative, Creative and impactful proposal Demonstration of creative input that will be invested into the project. Demonstrated relevant experience and capabilities Proponents past experience with similar projects, competency of the team, available technical and human resources, demonstrations of the working team structure Percentage of Score 20% 35% 20% 15% 10% Page 7 of 10

8 3.3 PROPOSAL PRESENTATION reserves the right to request one or more of the Proponents whose submissions are of particular interest to, to make oral presentations to. 3.4 ACCEPTANCE OF PROPOSAL The acceptance of a Proposal will be made in writing from and will be addressed to the successful Proponent at the address given in the submitted Proposal. 3.5 TERMS Following acceptance and approval to proceed with the Proposal, the Proponent is expected to enter into a contract with to perform the works or services set out and agreed upon in the Proposal. The agreement that the successful Proponent will be expected to execute with will contain terms negotiated under this RFP. Terms of the contract can be negotiated with, exceeding no more than three years. 3.6 PROPOSAL CONTENT Content to be included in the Proposal, but not limited to: 1. Cover Letter A cover letter must be submitted with the proposal. The cover letter should be limited to one page and must include name, address, and the name, telephone number, number, and address of the person(s) authorized to represent the entity on all matters relating to the RFP and any contract awarded pursuant to this RFP. A person authorized to bind the proposer to all commitments made in the proposal must sign the letter. 2. Contact Information Full name, address and telephone number of the submitting office of the Proponent and where applicable, the name, address and telephone number of any branch office, affiliate or sub consultant(s) that will be involved in the project. 3. Project Manager The Proposal shall identify the proposed project manager who will be the single point of contact, responsible for direct interaction with. State his/ her position and professional discipline. Describe the work to be performed by the project manager, his/ her qualifications and substantive experience directly related to the proposed Work. 4. Methodology The Proposal shall contain an outline of strategies and skills that will be used to manage the project s expectations, resources, budget, and quality control. Discuss how each task in the RFP will be carried out and what services or interaction is required from/ with. Page 8 of 10

9 Suggest alternatives, if appropriate. Identify any specialized equipment, unique approaches, or concepts or cost saving measures which your company may use relevant to the required services. 5. Project Schedule Provide a tentative but a detailed schedule of work for the tasks in RFP for the year Proponents will provide a proposed project schedule indicating the tasks and deliverables. Time is of the essence in this project. 6. Budget The budget for the project shall not exceed the total budget projected by the proponent. Proposer shall provide an overview of how they would allocate Maldives Travel Awards budget using percentages that demonstrate the budget expenditures against the budget raised through sponsorship partnerships. A detailed budget is not required for the Required Project, however the ideas presented should be feasible within the available funds. Task Price % of the estimated sponsorship budget 1 2 Total 7. References The Proposal shall provide no less than two (2) references that are relevant to the proposed Work. 3.6 SUBCONTRACTORS The Proposal shall include the company name of all sub contractors and sub consultants proposed to be used in the performance of the Work with a description of the work they would be performing. The sub contractors and sub consultants listed in the Proposal may not be changed without the written consent of. 3.7 PROPOSAL CONTENT & INNOVATION The Proponent shall address in the Proposal submission, all the information as requested in the RFP documentation. The Proponent is also encouraged to include innovative, alternative or unique solutions to the Proposal subject that may, along with other things, indicate cost initiatives, better public relations and/ or project acceptance, reduced risk, improved management or administrative efficiencies, etc. Any alternative Proposals submitted should include all the requirements of the original RFP with costs identified for comparative purposes. Page 9 of 10

10 4. Proposal Submission Procedure This is an open and competitive process for local and international companies. The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal. Proposals should be submitted to via mail in PDF format. Proposal Mail should be addressed to Secretary General, sg@matato.org Except for the cover letter, the rest of the proposal contents should be merged into one PDF file at given order. (Scanned copy of the cover letter should be a separate attachment). Any additional attachments, alternative proposal should be sent as separate attachments with clear labelling. Preliminary Schedule RFP Publication 01 February 2016 Proposal Submission deadline 15 th February 2016 Short listing 20 th February 2016 Selection of Contractor 28 th February 2016 Contractor begins the work of the project 01 March Inquiries Any inquiries in regard to this RFP should be communicated via to sg@matato.org For any assistance please contact Ibrahim Munaz, END. Page 10 of 10