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MINISTRY OF TOURISM

REQUEST FOR PROPOSAL

Tender Package

The Production of Five (5) Animated Videos

for the Tourism Sector

June 2019

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The Bidding Documents comprise the following:

General Instructions to Tenderers

Terms of Reference/Scope of Works

Tenderer Undertaking and Price Proposal at “A”

Declaration Form at “B”

Bid Compliance and Conformance Sheet at “C”

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GENERAL INSTRUCTIONS TO TENDERERS

Tenderers are advised to read all instructions carefully, since failure to comply may result in the

rejection of their Proposals. This document should be read together and applied in conjunction

with the Request for Proposal/Terms of Reference document which will be strictly enforced.

SUBMISSION OF TENDERS

1. General Requirements

a) In submitting a Tender, the Tenderer warrants that it has thoroughly examined these documents, understands and has the capabilities for executing the work specified.

b) It is the Tenderer’s responsibility to thoroughly review the specifications and

conditions contained or referenced in this Request for Proposal (RFP). Failure to

review and understand the data and documents therein shall in no way relieve

Tenderer of its responsibility to provide complete and operable services in

accordance with the proper intent hereof and with the standards of quality generally

accepted in the respective industry.

2. Tenderers must provide the following in their Proposal:-

a) The full name, signature, office and business address of the Tenderer(s);

b) Signature of the person making the offer, or in the case of a company, partnership

or business firm, by a duly authorized officer or employee of such company,

partnership or the business firm;

c) The initials of the person making the offer must be inserted next to any alterations

or erasures made or in the case of a company, partnership or business firm by a duly

authorized officer or employee of such company, partnership of the business firm;

d) In the case of a Joint Venture, Tenderers must also indicate who will act as the

leader of the Joint Venture; and

e) An assurance that prices will remain valid for an initial minimum period of ninety

(90) days from the closing date of the Tender or as stated otherwise.

3. Tender Package

The Tenderer must submit two (2) sealed, clearly labelled envelopes titled:

Envelope No. 1 –Technical Proposal

“Proposal for the Production of Five (5) Animated Videos for the

Tourism Sector”

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This Envelope must include:

(a) an original, and four (4) copies of the completed Technical Proposal; and

(b) one (1) Universal Serial Bus (USB) Flash Drive containing:

i) a digital copy of Technical Proposal in PDF format;

ii) a show-reel (maximum of three (3) minutes duration) of at least three (3)

past animation projects; and

iii) 30 seconds to one (1) minute sample animation on Topic I Tourism

Ecosystem as detailed in the TERMS OF REFERENCE/SCOPE OF

WORKS- SECTION 3: PROJECT SCOPE AND SPECIFICATIONS and

SECTION 4: PROJECT SCOPE – FIVE (5) ANIMATED VIDEOS

Envelope No. 2 – Financial Proposal

“Proposal for the Production of Five (5) Animated Videos for the

Tourism Sector”

This Envelope must include:

an original, and four (4) copies of the completed Financial Proposal

The Envelopes must:

i) be addressed to:

The Chairman

Tenders Committee

The Permanent Secretary

Ministry of Tourism,

Level 9, Tower C

International Waterfront Complex

1A, Wrightson Road

Port of Spain

ii) show the name and address of the Tenderer.

iii) be deposited in the Tender Boxes (slot dimensions 4” x 15”) located in the lobby

of the Ministry of Tourism, Level 9, Tower C, no later than the date and time

specified at Section 9 - Deadline for Submission of Tender Documents

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4. Tenderers must provide a profile of their company (where applicable) which

must include:

Certificate of Registration/Incorporation pursuant to the Companies Act, Chap

81:01;

Certificate of Continuance pursuant to the Companies Acts, Chap 81:01;

Notice of Directors with names of Directors and Principal Officer;

Cover letter and detailed Resume(s) for key personnel (with contact details

of three (3) referees);

Certified copies of supporting certificates of qualifications;

Information on current project commitments;

The Tenderers must include a summary list of similar projects

undertaken within the last five (5) years. This should include the

following:

Client’s name (e.g. Ministry of Finance, Commercial Entity X

Limited, etc.)

Official project name and a brief description

Countries where project was implemented

Activity year & Dollar ($TT) Value

Duration of project

5. Income Tax and Value Added Tax (V.A.T.).

Proposals must be accompanied by valid Income Tax and Value Added Tax Clearance

Certificates (where applicable) issued by the Board of Inland Revenue and dated not more

than six (6) months prior to the closing date of the Tender.

6. National Insurance Certificate.

Proposals must be accompanied by a valid National Insurance Compliance Certificate

issued in accordance with the National Insurance Act, Chap 32:01.

7. Pay As You Earn (P.A.Y.E) No (s), where applicable.

8. Legal Proceedings

(a) Information on any legal proceedings or Court Judgments (pending,

registered/unregistered or otherwise) involving the Tenderer;

(b) A recent Police Certificate of Character (no less than six (6) months) must be

provided for each and every Director and Officer of the Tenderer.

9. Deadline for Submission of Tender Documents

Tenders shall be deposited in the respective Tender Box located in the Lobby of the

Ministry of Tourism, Level 9, Tower C, International Waterfront Complex, 1 A Wrightson

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Road, Port of Spain no later than 1.30 p.m. on Wednesday 26th June, 2019. The Tender

Box will be opened shortly thereafter and Tenderers if they wish, may send representatives

to view the opening. Late submissions will not be accepted or considered under any

circumstances. Electronic mail (E-mail) submissions will not be accepted.

Note: All information submitted shall become the property of the Ministry of Tourism

(MOT). The MOT assumes no liability for delivery failures. The MOT reserves the right

to cancel this request in its entirety or even partially, without defraying any cost incurred

by any person, firm or organisation.

10. In evaluating the applications submitted, the Ministry of Tourism reserves the sole

and absolute right to:

(i) Accept or reject any Tenderer or Proposal that does not adequately meet the

criterion.

(ii) Assess Proposals as it sees fit, without any obligation to select any Tenderer.

(iii) Determine whether any Tenderer satisfactorily meets the established

evaluation criteria.

(iv) Request clarification from the Tenderers after submission of their Proposals.

Note: In the event of any discrepancy amongst the copies of the Proposals submitted, the

original will prevail and govern.

Any and all digital submissions (Data Files, USB Flash Drive) provided pursuant to this

Tender Package will be taken on an “as is” basis by the MOT. The MOT is not

responsible or answerable for any failures of digital submissions. Digital submissions

which malfunction or otherwise fail, shall not be considered under any circumstances

whatsoever and will result in the immediate disqualification of the Tender.

11. EVALUATION CRITERIA

MOT will award the contract to the Tenderer whose submission has been determined to be

fully responsive to the RFP document and who has satisfied the following requirements:

Technical

Proposal

(70%)

CRITERIA SCORE

Qualifications and Experience

A minimum of five (5) years’ experience in animation video

productions (including use of infographics).

Established track record, sound knowledge and technical

capability to produce animated videos.

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Expertise of the Firm including submission of a show-reel

(maximum of three (3) minutes duration) of at least three (3)

past animation projects.

Qualifications and experience of the Lead and Key Officers

who will be working on the project, identifying their role and a

synopsis of their experience relevant to these roles should be

provided. Curriculum Vitae of all key personnel shall be

included.

Methodology

Adequacy of the proposed methodology and technical

approach, including quality management, responsiveness and

detailed work plan including a timeline or Gantt Chart for

executing requirements of the production along with the

project’s milestones.

Submissions to include:

i) Script for sample animated video

ii) Storyboard concept for sample animated video

iii) Dialogue Voicing

iv) Production schedule for entire project

v) Other tasks necessary to produce completed animated

videos at a professional level

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Creative Approach

Suitability and effectiveness of the animation style of the 30

seconds to one (1) minute sample animation on Topic I

Tourism Ecosystem on the USB.

Suitability refers to but is not limited to, the choice of

animation style deemed most effective to deliver a clear

message, represent brand Trinidad and Tobago as prime

tourism destination while maintaining a cutting edge look and

feel consistent with modern animation techniques.

Effectiveness refers to the creative approach which includes

but is not limited to, character animation style, character

movements, text animation overlays, use of engaging

backgrounds and sound effects.

All components will be rated on the basis of its ability to

engage the viewers.

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Technical Evaluation Total 100

Financial

Proposal

(30%)

Cost

Adequacy of the proposed total cost of the Production

Financial Evaluation Total 100

The Technical Evaluation carries an overall weighting of 70%.

Bidders must achieve a technical weighted score of 60% or more in order for their Financial

Proposals to be considered. Bidders whose Technical Proposals were considered non-responsive

to the Request for Proposal or do not meet the minimum qualifying technical score will have their

Financial Proposals returned unopened after the completion of the selection process.

The Financial Evaluation carries an overall weighting of 30%.

Financial proposals will be evaluated as follows:

Sf = 100 x Fm / F, in which Sf is the financial score, Fm is the lowest price and F the price of the

proposal under consideration.

The Bidder with the highest aggregate score for Technical (70%) and Financial (30%) will be

ranked highest.

12. COSTING/ PRICE PROPOSAL

The Ministry of Tourism requests that Tenderers provide a competitive price proposal based on

the Scope of Works. Tenderers are required to complete their Price Proposal in the form of the

undertaking at A, as confirmation of their understanding and acceptance of the terms and

conditions of the RFP and the bidding documents. The Ministry further reserves the right to

negotiate any and all ensuing contract(s) terms including price.

13. BID VALIDITY

Tenderers are required to confirm the veracity of the information and of the documents

they have submitted in response to the RFP in the form of the declaration at B. Tenderers are also

required to complete the Bid compliance and conformance checklist in the form at C.

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14. CLARIFICATION

Any questions and requests for clarification must be forwarded no later than Monday 17th June,

2019 at 12.00 p.m. in writing, via email to:

Mr. Dave Cropper

Head, Corporate Communications

Ministry of Tourism, Level 9, Tower C

International Waterfront Complex

1A, Wrightson Road

Port of Spain.

Email cropperd@tourism.gov.tt.

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TERMS OF REFERENCE/SCOPE OF WORKS

1. BACKGROUND

The Government of the Republic of Trinidad and Tobago (GORTT) has identified the development

of the tourism sector as a key enabler of sustainable economic growth and foreign exchange

revenue generation for the country and deems it critical to a wider diversification strategy away

from our mainstay energy sector. This is in keeping with the “Vision 2030 National Development

Strategy” which “provides the framework within which strategies and implementation plans” for

tourism and other sectors can be developed.

Underpinning the Vision 2030 strategy are five (5) thematic areas and seventeen (17) sustainable

development goals (SDGs). Advancement of the tourism industry cuts across all five themes and

more than 50% of the SDGs.

Tourism is one of the world’s largest and fastest growing economic sectors and is positioned to

foster growth and development at all levels. Research has indicated that globally, tourism has

contributed significantly to the socio-economic transformation of many countries who pursue the

development of the tourism sector as a primary contributor to investment, employment and trade.

Source: Ministry of Planning and Development –

April 2018 Presentation

GORTT is therefore fully committed to stimulating and developing the tourism sector as a key

contributor to economic transformation and growth. Concurrently, the GORTT is also aware that

the development of the tourism sector requires a more strategic approach for it to be competitive.

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Globally, the tourism sector is becoming increasingly competitive and if Trinidad and Tobago as

a destination is unable to adapt and adjust to the dynamic and shifting environment, then its tourism

sector will stagnate and become unproductive. In addition, with the proliferation of new media,

consideration must be given to the digitalisation of the tourism sector. Present and future tourism

development framework models have demonstrated a significant increase in the use of social

media and new Information Technology (IT) platforms, increasing demand for innovative high-

tech products and real time services.

The Ministry of Tourism (MOT) has recognised over the years that there is an apparent lack of

understanding of the opportunities and benefits available to citizens and the contribution that the

tourism sector makes to the economy of Trinidad and Tobago. There is a general sense that tourism

may not be sufficiently developed to drive the diversification process, while others may consider

that tourism can only be operationalised under the Sun, Sand and Sea concept and have not fully

understood what the industry entails, the career choices and the current offerings in terms of

products and services that are available. Therefore, the MOT is of the view that the public needs

to be educated about all aspects of the tourism sector to enable them to take full advantage of the

opportunities available for personal and sectoral advancement.

2. OBJECTIVE/PURPOSE

The GORTT has recognised the need to advance the case for economic diversification through

travel and tourism. The MOT is mandated to formulate tourism policy and strategy and has

responsibility for guiding, regulating, overseeing and fostering the sustainable development and

promotion of the tourism sector.

Therefore, the MOT has undertaken the responsibility for bringing the citizenry of Trinidad and

Tobago onboard with this new thrust. Based on the aforementioned, the Ministry is of the view

that a comprehensive education and awareness programme (through the use of an animated video

series) will create the critical buy-in and engender a sense of ownership of the tourism sector by

the public at large, while highlighting the endless possibilities and benefits that can accrue to the

individual and the people of Trinidad and Tobago.

The major objectives of the project are to:

Improve the public’s perception of the tourism sector;

Educate the public on tourism’s potential and its impact on economic growth;

Educate the public on the employment opportunities within the sector;

Create ambassadors for the sector and by extension the destination;

Engender a sustainable tourism culture in Trinidad and Tobago;

Promote achievements of the sector;

Engage the wider community to think positively about tourism;

Develop an understanding of the role of good customer service;

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Understand the investment process for the tourism sector; and

Strengthen lines of communication between major tourism stakeholders.

The project is intended to achieve the following:

Increased awareness of career and entrepreneurial opportunities within the tourism

sector among students and the general public;

Increased understanding of the importance of the tourism sector to the national

economy;

Increased opportunities for better networking, information-sharing and

communication between tourism and other sectors; and

Increased national pride.

3. PROJECT SCOPE AND SPECIFICATIONS

The MOT invites suitably qualified and experienced companies/firms/joint ventures to submit

proposals for:

The creation of five (5) animated videos for the tourism sector

The successful company/firm/joint venture shall deliver five (5), two (2) minute animated video

productions that include voice-overs and music including the development of appropriate

objectives for each video feature (listed below) outlining the desired impact and benefit of

awareness of its content.

Generally, the videos should have a similar look and feel but with customised messages for specific

target audiences and demographic groups.

a) Videos should include:

English Subtitles

Customized title introduction for each video

The MOT’s logo

A Credit Page (A Production of the Ministry of Tourism)

Each video must also have a one (1) minute version for specific social media

platforms

b) Technical Requirements

Files should be formatted as per the following:

for High Definition (HD) broadcast - ProRes 422, aspect ratio 16:9, 4:2:2 colour

sampling, 1080 progressive MP4 (h.264) at 29.97 fps

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for standard definition broadcast - ProRes 422, aspect ratio 4:3, 4:2:2 colour

sampling, 486 progressive MP4 (h.264) at 29.97 fps

Audio outputted at 194-256 kbps or 24 bit/48kHz

Submitted for ftp download

c) Each Video should be unique and diverse in these distinctive ways:

Messages/story telling

Music

Imagery and colour selection

Sound/non-verbal communication

d) Each Video should be consistent in these distinctive ways:

Animation Style

Editing style

Sound effects

Title Design/Subtitles and Graphic elements

e) Proposed Message/Theme for each Video

Refer I to V below

4. PROJECT SCOPE – FIVE (5) ANIMATED VIDEOS

The Tenderer is expected to develop a Creative Brief that explains the profile of the audiences,

the issues that will be addressed and the proposed solutions, what makes the messages unique, how

the audience will be engaged, the imagery that will be used and the mood that will be set and used

in the videos.

The following content aligned to the specified topics (I through V below) shall be used by the

Tenderer to create the animated videos.

I. Tourism Ecosystem

To explain the ecosystem of the tourism industry and inform the populace of Trinidad and Tobago

about visitor/host relations.

The ecosystem content for the video must capture and illustrate the following tourism terms;

tourism, sustainable tourism, tourists (international, regional & domestic tourists and inbound and

outbound tourists) and depict the core and supporting tourism niches in Trinidad and Tobago. The

video will highlight and feature the tourism value chain and the eight (8) sectors of tourism, which

comprise accommodation, adventure and recreation, attractions, events and conferences, food and

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beverage, tourism services, transportation and travel trade, including key stakeholders. Moreover,

information relating to major source markets (existing and potential) and international, regional

and local tourism organisations will be featured.

II. Tourism and the Trinidad and Tobago Economy

To highlight the value and impact of the tourism sector’s contribution to the national economy.

The video will highlight opportunities for investment and the importance of generating foreign

exchange, offering incentive programmes and seeking and pursuing opportunities for

entrepreneurship.

To demonstrate the role of key stakeholders in guiding the development of a robust tourism sector

in Trinidad and Tobago.

These stakeholders include those directly employed within the eight tourism sectors as well as the

public and private sector and local communities.

III. Tourism Inter-Sectoral Linkages

To emphasize the importance of linkages between tourism and other related sectors.

The tourism product is not an isolated product but made up of many heterogeneous products drawn

from several sectors. The video will highlight the various sectors that are inextricably linked to

tourism, for example, agriculture, fishing, manufacturing, transportation, construction,

medical/health, financial services and entertainment. Furthermore, inter-sectoral linkages present

an opportunity to utilise local suppliers and foster strategic relationships with local communities,

thus contributing to sustainable development of these sectors in our country.

IV. Tourism Product, Pride, Country Spirit

To create an awareness of the tourism product while cultivating a positive attitude towards the

tourism sector.

The main types of tourist sites and attractions including niche specific tourism products that are

unique and set us apart from our competitors will be featured. Links between local tourism

products and travel motivations (by source market) will demonstrate that Trinidad and Tobago’s

offering actually appeals to tourists. The video will highlight how current trends in tourism

(digitalisation, authenticity, new tourist, etc.) can be embraced and leveraged to make our tourism

products more competitive. The use of standards such as those used in the Trinidad and Tobago

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Tourism Industry Certification (TTTIC) Programme will be featured as key elements for

improving the visitor experience and maintaining a quality product.

Part of maintaining a quality tourism product involves being good stewards of the country’s

resources. Therefore the need for environmental conservation should be highlighted, that is, proper

waste management (no littering, recycling, etc.), protecting natural habitats, flora and fauna, and

energy and water conservation. Specific sustainable tourism practices will also be used as

illustrations in this regard.

Our heroes in various disciplines whether it is in sport, art and literature, culture, athletics, etc, will

be featured, celebrated and used to reinforce and boost national pride. Our cosmopolitan society

with our indigenous people, food, culture, traditions and beliefs will not be kept a secret but be

showcased to the world.

V. Customer Service

To improve visitor/host relations through greater knowledge and understanding of customer

service, visitor safety and security.

Understanding the needs of the visitor/consumer, meeting consumer demand and developing the

human resource are key components in treating with high quality customer service. The concepts

and principles expounded by the Service, Training, Attitude, Respect (STAR) programme will be

adopted and featured as key components for improving the visitor experience. Some areas to

consider include:

How to develop a loyal customer and improve opportunities for business

How to handle a disgruntled visitor and customer complaints

How to handle visitor’s personal information and how to keep it discreet and private

How to keep staff motivated, keep them interested and get the best out of them

Note: “The MOT reserves the sole and absolute right to oversee any and all stages of the video

production process and thereby reserves the absolute right to make/recommend any edits it

deems fits and/or necessary throughout the said process, up to and including the final cut(s) of

the five (5) animated videos, until the MOT is completely satisfied with the completed final

product.”

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5. REQUIRED CREDENTIALS/QUALIFICATIONS OF TENDERERS

The successful Tenderer will be selected based on experience, qualifications, established track

record and sound knowledge of animation production. A minimum of five (5) years’ experience

is required.

Tenderers should be capable of furnishing all necessary professional, technical and expert services

as required, to execute all the elements described in the Terms of Reference/Scope of Services.

Tenderers shall supply a detailed list of all personnel, software and/or materials to be used in the

performance of the services. Curriculum Vitae of all key personnel shall also be included. Non-

compliance with the aforementioned will result in a disqualification of the Tender.

6. DELIVERABLES

The successful Tenderer shall commence work as soon as practicable after the effective date of the

Agreement with the MOT and will undertake the assigned tasks and responsibilities under the

direct supervision of the Permanent Secretary of the MOT or his designate.

The Tenderer will be responsible for the following presentations and reporting deliverables.

ITEM CALENDAR DAYS AFTER

COMMENCEMENT

Creative Brief, Locked Script, Storyboard of five (5)

videos

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Rough Cut ( including song track) of five (5) Videos 40

Final Cut of five (5) Videos 50

7. CONTRACTOR’S OBLIGATIONS

In circumstances, including but not limited to natural disaster, accidents, emergency

situations (fire, flooding) or other circumstances beyond the control of the MOT and

the Contractor, which fall outside the rostered schedule of the services, the Contractor

hereby warrants the services at the regular contracted/fixed cost.

To perform the required services in an efficient and professional manner and to ensure

that all services performed shall be carried out to the satisfaction of the Permanent

Secretary.

To provide at its own cost all equipment, supplies, materials, labour and any other item

necessary or convenient for the proper provision of the required services.

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To undertake that all laws relating to copyrights are observed and adhered to.

To ensure that all its equipment for use in this contract are certified to be in safe and

good working condition and fully operational.

To provide qualified, honest, courteous and competent personnel to carry out the

required services.

8. INTELLECTUAL PROPERTY, INFORMATION AND ASSISTANCE TO THE

CONTRACTOR

The MOT shall provide relevant support documents to the Contractor as required. In all cases,

documents and information obtained by the Contractor must be handled in a confidential manner.

The Contractor shall not either during the term of the engagement or after termination or

completion of the contract, disclose any proprietary or confidential information related to the

engagement without prior written consent of the MOT.

Proprietary interests on all materials and documents prepared by the Contractor under the term

of engagement shall become and remain the property of the MOT.

The Contractor will be required to provide professional, objective, and impartial advice, at all

times, holding the MOT’s interests paramount with strict avoidance of conflicts of interests (which

includes actual, potential or perceived conflicts of interest) particularly with other assignments.

9. CONFLICT OF INTEREST

All Bidders are under an obligation to immediately inform the MOT, in writing, of any conflict

(this includes any actual, potential or perceived conflict of interest) that impacts its capacity to

deliver upon the services required and serve the best interest of the MOT during or in relation to

this procurement process. Failure to disclose such situations may lead to the disqualification of the

Bidder. Bidders are advised that a conflict of interest may result in a Bidder being disqualified and

debarred from participating further in the procurement process.

Tenderers should not and must ensure the officers, employees, agents or personnel do not place

themselves in any situation that may or does give rise to an actual, potential or perceived conflict

of interest during and in relation to this RFP process.

In submitting a proposal, a Bidder warrants that its bid proposal documents have not been prepared

in collusion with any competitor. Bidders will immediately be disqualified from participating

further in the procurement process where the Bidder:-

(a) Engages in any collusive, fraudulent, obstructive or improper conduct in the

preparation and submission of their Bid Proposal(s);

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(b) Engages in collusive, coercive or improper conduct in discussions or negotiations with

MOT’s representatives;

(c) Attempts to influence or provide any form of inducement (personal or otherwise),

reward or benefit to any of the MOT’s representatives; or

(d) Seeks or attempts, by any means whatsoever, to manipulate the procurement

proceedings.

The MOT reserves the sole and absolute right to report any suspected irregular, collusive or anti-

competitive conduct by Bidders to the relevant Authority/Authorities and to provide that

Authority/those Authorities with all relevant information including but not limited to the Bidder’s

Proposal(s).

10. PRICE PROPOSAL AND PAYMENT SCHEDULE

The Tenderer is required to offer its services to the MOT in accordance with the Terms of

Reference through a TECHNICAL PROPOSAL and a detailed FINANCIAL PROPOSAL (in

Trinidad and Tobago Dollars with the calculation of the total price: inclusive and exclusive of

Value Added Tax (V.A.T) in words and figures. Please refer to Table 1 below.

TABLE 1 – PRICE PROPOSAL COMPONENTS

PART ITEM COSTS TT$

1. Creative Brief

2. Scriptwriting

3. Storyboarding

4. Voice over recording

5. Voice over talent

6. Custom soundtrack (mixing and mastering)

7. Animation production

8. Formatting

9. Cost for buy out (to use rights for audio, script and

animation in perpetuity)

SUBTOTAL

VAT @12.5%

TOTAL

The Proposals shall be valid for a period of ninety (90) days and shall remain binding before the

expiration of that period. The MOT is not bound to accept any proposal received or the lowest

cost proposal received.

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THE FOLLOWING PAYMENT SCHEDULE WILL BE USED FOR THIS

ENGAGEMENT:

DELIVERABLES (SUBJECT TO MOT

APPROVAL)

PAYMENT SCHEDULE

Creative Brief, Locked Script, Storyboard of five (5)

videos

20%

Rough Cut ( including song track) of five (5)

Videos

50%

Final Cut of five (5) Videos 30%

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“A”

TENDERER UNDERTAKING AND PRICE PROPOSAL

“Proposal for the Production of Five (5) Animated Videos for the

Tourism Sector”

I/We, for and on behalf of THE UNDERSIGNED TENDERER, having examined ALL the

RFP requirements and bidding documents, fully understand (i) the extent and character of the

services covered by the RFP; (ii) the location, arrangements, and specified requirements of the

services; (iii) conditions relative to planning, transportation, logistics; and (d) any and all other

approvals, factors and conditions affecting or which may be affected by the services.

HEREBY PROPOSE to furnish all the requirements/required information/documentation in

accordance with the RFP and the bidding documents specifications hereto (or any modification

thereof) for and in consideration of the price stated herein.

HEREBY WARRANT that the prices stated herein is valid for a minimum of ninety (90) days.

_

PART ITEM COSTS TT$

1. Creative Brief

2. Scriptwriting

3. Storyboarding

4. Voice over recording

5. Voice over talent

6. Custom soundtrack (mixing and mastering)

7. Animation production

8. Formatting

9. Cost for buy out (to use rights for audio, script and

animation in perpetuity)

SUBTOTAL

VAT @12.5%

TOTAL

__________________________ ____________________________

Signature of Duly Authorised Name of Signatory (Block Letters)

Tenderer Representative

__________________________ ____________________________

Bid Date Signatory Designation

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“B”

DECLARATION FORM

NAME, ADDRESS AND STAMP OF FIRM/ORGANISATION:

Date

Permanent Secretary

Ministry of Tourism

Level 9

Tower C, International Waterfront Complex

1A Wrightson Road

Port of Spain.

Dear Sir,

“Proposal for the Production of Five (5) Animated Videos for the

Tourism Sector”

I/We, the undersigned for and on behalf of the Tenderer, hereby offer to provide the captioned

services in line with your Request for Proposal as advertised. We are hereby submitting our Tender

Package for the Services.

I/We, hereby declare that all the information provided pursuant to our Tender Package is true and

correct. I/We accept that any misinterpretation contained in it may lead to our disqualification.

I/We further accept that I/We shall bear all costs associated with the preparation and submission

of our Tender Package and any contract negotiations. The Ministry of Tourism shall in no case

be responsible or liable for these costs regardless of the conduct or outcome of the procurement

process.

I/We, further agree, that in competing for (and, if I am /we are successful in the award) the contract,

I/we undertake to observe all the laws of the Republic of Trinidad and Tobago relevant to this

process including but not limited to laws against collusion, fraud and bribery.

I/We understand you are not bound to accept any Tender Package you receive.

Yours Respectfully

Duly Authorized Signature:

Name and Signatory Designation:

Name of Firm, Address and Company Stamp:

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“C”

BID COMPLIANCE AND CONFORMANCE SHEET

“Proposal for the Production of Five (5) Animated Videos for the

Tourism Sector”

Tenderers MUST complete this checklist for submission of their proposal document. Please

put a check mark (√) in the appropriate box.

1. Company Profile & Information/Disclosures (Legal Proceedings)

YES

NO

2. References / Similar Contracts YES NO

3. Police Certificate of Character (Company/Firm Directors and Officers of the Company/Firm)

YES NO

4. Valid Income Tax Clearance Certificate

YES NO

5. Valid VAT Clearance Certificate YES NO

6. Valid National Insurance Certificate of Compliance

YES NO

7. Financial Statements for last three (3) years

YES NO

8. Bid Validity Period YES NO

9. Pricing/Costing Submission YES NO

*I/We certify that the above checked items have been included in our Tender Package.

I/We understand that any non-disclosure or failure to provide all the required information

or documents may lead to the Ministry’s non-acceptance of our offer/tender.

_________________________________ ______________________________

Name (In Block) Date

_________________________________ _______________________________

Duly Authorized Signature Company Address & Stamp