I.

PROJECT TITLE

Tourism Decade: Celebrating the rise of the Philippine travel industry with the Tourism Act of 2009II.

INVITATION FOR PROPOSAL (TECHNICAL AND FINANCIAL BIDS)

The Department of Tourism (DOT) will commemorate the 10th anniversary of Republic Act 9593,
better known as the Tourism Act of 2009, with a year-long campaign titled The Tourism Decade:Celebrating the rise of the Philippine travel industry with the Tourism Act of 2009.
A. The Tourism Decade campaign requires the following deliverables:
1. The production of the audio video presentations (AVPs) throughout August until October
20192. The planning and execution of the event titled The Tourism Decade Stakeholders’
Gathering on September 2019
The AVPs and the The Tourism Decade Stakeholders’ Gathering are intended to effectively
communicate how RA9593 has positively transformed the lives of tourism workers and theircommunities.
In pursuance of the above, DOT invites Agencies to submit their proposals containing technicaland financial bids.
For any questions and/or clarifications contact:
Karen Capino
Brand Manager
Branding and Marketing Communications
Office of Assistant Secretary Howard Lance A. Uyking
Department of Tourism
karencapino@gmail.com, +63 966 501 8715

1III.

BACKGROUND

The Department of Tourism (DOT) commemorates the 10th year since Republic Act 9593, better
known as the Tourism Act of 2009, was signed into law.
Enacted on May 12, 2009, by President Gloria Macapagal-Arroyo in Cebu City, R.A. 9593
recognized tourism as an indispensable element of the national economy and an industry ofnational interest and importance.
Tourism is now a major revenue generator, a catalyst for socio-economic growth and a source ofnational pride.
Tourism has proven to be a significant pillar for the country's economic development. In 2017,the Philippine Statistics Authority reported that the sector contributed 12.2% to the country's
GDP, equivalent to PHP 1.929 trillion. This is a huge leap compared to PHP 466 billion in 2009 (or5.8% of the GDP).
Another indicator of the rise of the Philippine tourism industry is the number of jobs it has createdin the last decade. By 2017, 13.1 percent of total employment—5.3 million jobs—was directly
attributed to the tourism sector, compared to only 3.5 million in 2009, before the full
implementation of the law.
Marking the 10th anniversary, DOT will launch a year-long campaign titled “The Tourism Decade:Celebrating the Rise of the Philippine Travel Industry with the Tourism Act of 2009.” It narrates
how the R.A. 9593 has significantly improved the lives of thousands of individuals andcommunities. Through the stories of the people from the tourism sector, those who dedicatedtheir lives to making meaningful and memorable experience for visitors, the public is able toaffirm the transformative power of the tourism industry.
IV.

AIMThe aim of the Tourism Decade campaign are:
1. To celebrate the RA9593 by celebrating the people that have benefited from the industry.
2. To produce AVPs that highlight the stories of the tourism workers that can bedisseminated through digital platforms, shown in the DOT events, at airports and to beshared by the general public.
3. Through the AVPs, DOT will showcase the stories of tourism workers and theircontribution to society in a bid to foster a feeling of shared responsibility and success inthe achievements of the Philippine tourism industry.
4. To commemorate the Tourism Act of 2009 through the The Tourism Decade Stakeholders’
Gathering that convenes the industry’s stakeholders, government officials, embassies,
non-government organizations, and the business sector.
5. Create media mileage and garner press coverage during the day of the event.

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V.

DELIVERABLES AND SCOPE OF WORKS

The agency will be required to deliver the following:
A. Audio Video Presentations (AVPs) with edit-downs
1. Description of Deliverable
1.1 Produce at least 6 AVPs, which will feature “subjects”- Filipino workers,organizations or communities in the travel industry
1.2 Subjects of the AVPs will come from Luzon, Visayas and Mindanao
1.3 Length of AVP: minimum 3 minutes and maximum 10 minutes
1.4 Digitally published and will be shown in various DOT events, conference
presentations, and social media
1.5 Suitable for broadcast on LED screens, large screens, mobile screens, TVscreens at airports
1.6 This will not be broadcasted as a TV commercial
1.7 AVP to showcase the stories of the subjects and communicate their trials andtriumph
1.8 Treatment is direct, documentary style. It must be earnest, sincere,substantial, and must touch on emotions and foster a sense of pride in thePhilippine tourism industry.
1.9 The subjects of the AVPs can use local language but all the videos will havesubtitle/captions in English
1.10 Edit down of each AVP to less than 3 minutes for social media
2. Scope of work for the AVPs
1.1 After the consultation meeting with DOT, research and produce a list ofpotential subjects
1.2 Establish the team of technical personnel required for the production of theAVP, and must include one DOT representative. Refer to Section VIII C for theminimum requirement
1.3 Propose a concept, storyboard, treatment for the AVP, which is aligned withthe Tourism Decade campaign
1.4 Present the proposal to DOT for approval, and must apply necessary revisions
1.5 Concretize approved proposal, and develop the scenario, theme, and the work
schedule of the film production
1.6 Coordinate with the subjects and get their permission to be featured in theAVP
1.7 Secure necessary permits for shooting on-location with assistance from theDOT
1.8 Arrange for team’s flights, transportation, accommodation, meals
1.9 On-site filming
1.10 Take photos and videos of behind-the-scenes
1.11 Develop the script to be approved by DOT
1.12 Should the treatment include film narration, the language to be used will
be Tagalog with subtitles in English
1.13 Realize post-production process of the AVPs (editing, special effects,graphic animations, subtitles, music, etc.)31.14 Submit to DOT for approval of the AVPs
1.15 Produce edit downs of the approved AVPs
1.16 The Agency shall provide full production and ready-to-publish product, i.e:shoot, product, edit, provide music, voiceover, script, subtitle writing
1.17 The Agency shall submit the AVPs in a hard drive in high definition
1.18 There may be other requirements not mentioned above that DOT may
require and will be discussed with the agency
B. Tourism Decade Stakeholders’ Gathering Event
1. Description of Deliverable
1.1 DOT launches the Tourism Decade major event to coincide with the World Tourism
Day celebrations. The event will will serve as a venue for sectors of the tourism
industry to gather and to converse, exchange ideas and more.
1.2 The component of the event are (1) main program, (2)pocket-press conference, (3)opening photo exhibition
1.3 The title of the event (tentative) is Tourism Decade Stakeholders’ Gathering
1.4 Date: September 26, 2019 (Thursday) at 5:00pm-8:00 pm
1.5 Venue: (1) Ayuntamiento de Manila in Intramuros, Manila City for main program andpress conference (2) Plaza Roma, Intramuros for the photo exhibition
1.6 For 250 pax for the main program, 30 pax for press conference and the photo exhibit
will be open to the public
1.7 Guests: Former Presidents, DOT Secretaries, DOT Attached Agencies, the Tourism
Congress, embassies, Asian Development Bank, Tourism committee, and the Tourism
Coordinating Council.
1.8 During the main program, there will be presentations and the AVPs will also bebroadcasted
1.9 Heavy cocktails for 250 pax will be served during the main program only
2. Scope of work for the event
Planning
2.1 Plan concept for the event including the program, and include work and financial plan
to be approved by DOT
2.2 Establish the team of technical personnel required for the production including ingressand egress team, host, floor director, director, etc.
Invitation
2.3 Design and produce invitation, and send to DOT guest list
2.4 Follow-up invitation and ensure audience attendance
2.5 Manage registration list including – participants, speakers, support staff, event
management team, etc.
2.6 Send out information note to all participants (details of the event, logistics, etc.)
2.7 The agency will also prepare the program and coordinate with speakers andparticipants

4Venue2.8
Coordinate with venue
2.9Manage registration table2.10 Protocol arrangements for VIPs, including holding area, usher, etc.
2.11 Arrange and ensure all rooms (main hallway for main program, press conference
venue, photo exhibition venue) are staged and ready for use. This includesnameplates during the main program and press conference.
2.12 Ensure all required audio-video equipment is available/acquired in all the rooms
with events including LED screen, speakers, microphone
2.13 Provide host, and event script
2.14 Technical team to check on speakers’ presentation and other AVP materials to beshown on LED screen, and manage presentations
2.15 Provide ambient music during cocktails and after main program
2.16 Food and drinks, heavy cocktails for 250 pax
2.17 Clean-up ingress and egress
2.18 If necessary, provide DOT contingent with transportation, accommodation nearthe venue and other assistance
2.19 Assemble necessary team for the ingress and egress and provide with proper
meals and honorarium
Collateral materials
2.20 Design collateral materials to promote the event, the speakers and other featuresof the event
2.21 Design for the LED screen banner and other such requirements
2.22 Design and production of tarpaulins, banners and signage for photo exhibition,
main event and press conference to be discussed with DOT
Press Conference
2.23 Prepare venue including microphones, speakers, nameplates and table and chairfor speakers, and seats for media
2.24 Provide moderator of the event if DOT cannot provide
Documentation
2.25 Provide videographer, photographer
2.26 Videos during the event will be edited to a 1 minute omnibus to be published onsocial media
C. Terminal Report
The agency will prepare one standard terminal report on the campaign.
*Additional requirements may be added to this list by DOT, to be discussed with the agency.
*All output will be subject to the approval of the DOT.

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VI.

1.

2.

3.

BUDGET ALLOCATIONThe Approved Budget of Contract (ABC) for the project is Five Million Pesos (Php 5,000,000)inclusive of all applicable taxes, bank charges, agency service fees and other fees as may be
incurred in the process.
The budget includes, if applicable, edit-downs/resizing, printing fees, costs for photography
and/or stock photos, computer graphics, talent and soundtrack fees, translation to different
languages, and in no case shall the agency service fee exceed 12% of the production fees.
The breakdown of the production budgets, including the number of the AVPs, may be
modified upon recommendation of the winning Agency, subject to the written approval ofthe DOT, to achieve the objectives of the campaign.
VII.

AVPProduction
EventProduction

TIMELINE

AugustSeptember-Meet with DOT
Launch of AVPs- Pre-production coordination-Shoot-Preparationfor
event, Event launchcoordinate with guests-Coordination-Logistics

October
Deadlinefor
terminal report
Deadlinefor
terminal report*The schedules may change based on the proposed plans and as advised by DOT.
VIII.

MILESTONES

A. Milestones
1. The campaign, including preparation and production, will start August to October2019
2. The proposed payment scheme for the campaign will be billed progressively uponcompletion of the following milestones:
Milestones
Upon approval of AVPs proposal
Upon submission of final AVPs
Upon approval of Event proposal
Upon execution of Event

Payment %
30%
20%
20%
20%

Upon acceptance of the Terminal Report
Total

10%
100%

B. Qualifications
Stage 1- Submission of eligibility documents
Stage 2- For short-listed bidders, submit brief credentials and the creative proposal
for AVPs and event proposal

6Note: Agencies who do not pass Stage 1 will not be proceed to Stage 2, which is thecreative presentation.
Qualification
Requirements
The Agency to be selected must be a  Company profile of the Production
Production Agency and duly established inAgency and a list of services offered
the Philippines.
 List of previous joint venturearrangement with Events Agency
The Production Agency must be able to  Company profile of the Events Agency
execute high-level events1 or a tie-up or
and a list of services offeredjoint venture arrangement with an Events
Agency that can execute the event.

The Production Agency must have been
existing for at least (3) years, and musthave an established portfolio.

 Portfolio of the Production Agency
 Demo Reel of the Production Agency

The Agency must be have no less that 10national or international clients and musthave produced no less than 10 AVPs.

The Event Agency must have been existing
for at least (3) years, and must have an
established portfolio.

 Portfolio of the Events Agency
 Present client list of the Events Agency

The Agency must have executed no lessthan 5 high-level events.
C. Minimum Required Personnel
Required Personnel
1. Account Manager
2. Creative Director
3. Director
4. Producer
5. Writer
6. Event Manager
7. Event Coordinator

Minimum Years of Experience
5 years
5 years
5 years
5 years
5 years
5 years
5 yearsNote:

1 High-level event is defined as any event including national or international launches, seminars, workshops, event activations wherein theclients are national corporations, multinational organizations or national government agencies.

7

The Personnel must have had been in his/her position or similar capacity in the required numberof years but not necessarily for the same company.
D. Campaign Presentation
1. Short listed bidders who will be declared compliant with the technicalrequirements on the opening of bids may be required to present their proposed
campaign to the members of the Bids and Awards Committee (BAC), and theTechnical Working Group (TWG), DOT officials and other tourism stakeholders
that the DOT will invite during the pitch presentation if necessary.
2. Should a presentation be required, a maximum of thirty minutes (30 minutes) will
be given for each agency for its presentation excluding the question and answer
portion with BAC and TWG Members and such other individuals to be invited bythe DOT.
3. Should a presentation be required, it will be rated by BAC and TWG members
individually, and ratings will be averaged to arrive at a final score per agency.
Rating will be done based on the scores.
E. Criteria for Rating
A. Eligibility Check and Shortlisting Criteria and Rating (80% passing score)I
APPLICABLE EXPERIENCE OF THE CONSULTANT
A. Appropriateness of the agency for the assignment
Full Service Creative Agency2
Production Agency only 3
Events Agency only 4
OthersB. Extent of network of the agency
NationalRegional
C. Number of Similar Projects Completed in the last 3 years
At least one nationwide campaign
At least one regional campaign
No campaignD. Years in Existence
3 years & above
Below 3 years
E. Projects handled in last 3 years
At least one project with contract cost equal or greater than 2.5
million pesos
260%
20201510510105101050101051010

Full Service Creative Agency-Ad agencies that offer a range of services are able to handle every facet of planning andimplementing an advertising campaign including branding, advertising, media purchasing, web marketing, public relations,social media, etc.
3 Production Agency specializes in audio-video production with service that include branding videos, concept development, creative
direction, script writing etc.
4 Events agency is focused on events production from strategy and planning to onsite execution and post-event follow up.

8

Project with contract cost less than 2.5 million pesos
QUALIFICATION OF PERSONNEL WHO MAY BE ASSIGNED TO THE
JOB
Meets the minimum required personnel and years of experience
Meets the minimum required personnel but less that minimum yearsof experience
Does not meet the minimum required personnel

IIIII

CURRENT WORKLOAD RELATIVE TO CAPACITY (20)no project with contract cost equal or greater than 5M
1-2 projects with contract cost greater than 5 million pesos
3 or more projects with contract cost equal or greater than 5 millionpesos
TOTAL

520%
2010020%
201510100%

Note: NATIONAL refers to the project’s reach being the entire Philippines while REGIONAL refers
to one or more administrative regions across the Philippines.
B. Technical Bid/Proposal Criteria and Rating (70% passing score)
CRITERIA

I.

Quality of Personnel to be assigned to the20%
project
Similar projects5 handled within the last 310%years

II.

Personal has at least 5 years experience

30%

I.

Expertise and Capability of the Firm
Production Capability
Video Production
Events Execution

2010

Plan of Approach and Methodology
Creative Rendition

50%

AVP Concept

10%Treatment

10%

Production Flowchart

5%

EventEvent Concept
Production Flowchart

5%
10%

A.

B.

C.
I.

II.

5

RATING

10%

Similar projects such as production of creative audio video presentations and events activation

9III.
TOTAL

Over-all Impact

10%
100%

F. Other Terms and Conditions
1. The Approved Budget of Contract (ABC) for the project is Five (Php 5,000,000)
inclusive of all applicable taxes, bank charges, agency service fee, and other fees
as may be incurred in the process;2. All AVP concepts and original materials (raw and edited) formulated and designed
in conjunction with this campaign shall be owned by DOT, with full and exclusive
rights, relative to the future use thereof both in the Philippines andinternationally. This should be submitted to the DOT in a sturdy hard drive/s;
3. Material/s produced by the winning bidder should be original and aligned with theDOT’s advocacies such as Gender and Development and barrier-free tourism;
4. All and each of the materials produced during the period of engagement shall beamenable to edits at no cost to the DOT for a maximum of 5 revisions in a span of
1 year, whichever comes first.
5. Winning agency shall be subject to the assessment by the DOT according to theeffectiveness of delivery of any part or phase of the campaign. The DOT reserves
the right to terminate the services of the winning agency should any part of thedeliverables be unsatisfactory;
6. The compensation to be paid for the services of the selected creative agency on
production cost shall be pegged at the maximum amount of 12% of the productionand execution cost of the campaign, which amount shall be reflected on the final
cost estimate for the production and/or execution of any segment of thecampaign. The amount of the compensation to the selected agency shall be allinclusive for its services.

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