TERMS OF REFERENCESEA GAMES 2019- FULL SERVICE CREATIVE AGENCYI.

Project Description
Full Service Creative Agency for the Philippines’ hosting of the 30th South East
Asian Games 2019 or SEA Games to promote sports tourism and encourage
foreign tourists to visit the Philippines during the said event.

II. Background
The Philippines will host the 30th South East Asian Games or SEA Games from
November 30,2019 to December 11, 2019.
The Main hub will be in Clark (Northern Philippines) with the construction of the New
Clark City Sports Village. While secondary hub will be in Subic Bay Freeport Zone withthe Tertiary Hub in Metro Manila and nearby areas.
Around 17,000 participants from different countries are expected to arrive in thePhilippines all throughout the event. These are athletes, team officials, technicalofficials, press and media attendees and among others.
The 30th SEA Games will have 56 sports with 523 events.
This event will not only bring together athletes from South East Asian countries, butalso serves as an avenue to showcase the beautiful tourist destinations of thePhilippines, particularly the events’ venues and nearby areas.
With regard to this, the Department of Tourism (DOT) will hire an experienced
creative agency to help the Department in developing the marketing and promotional
efforts to increase foreign tourist arrivals through the 30th SEA Games 2019 event.
III. Objectives and Targeted Outcome
The procurement of the services of an experienced full service creative agency willassist DOT to promote sports tourism and ensure that the Philippines’ hosting of the30th SEA Games 2019 will help boost tourist arrivals during the event itself.
IV. Scope of Work and Deliverables
Scope of Work
Content Creation

Deliverables- To produce one (1) AVP that willfeature sports tourism targeting
the South East Asian countries- Length of AVP: maximum of 2---minutes and minimum of 1 minuteand 30 seconds
To connect with the public toemphasize the benefits of thisevent to the Filipinos, highlighting
the tourism sector
Production of at least 5 dynamic
and 5 static digital content derived
from the AVP visuals
To create media plan for 30th SEA
Games 2019
To provide moment and seasonalmarketing content as needed
To recommend other marketingpromotional materials as needed

Digital Media Placement-SEO and SEM, YouTube, Facebook
Media Placements in South East
Asian countriesComprehensive Report- To provide monthly assessment andimplementation reports to reflect the successrate of the implemented strategies on theimmediate reach, effectiveness of placement,
and return on investment, and othersuggested metrics.

V. Project Duration and Budget Allocation
The Approved Budget of the Contract (ABC) is Twenty Million Pesos (Php20,000,000.00) inclusive of all applicable taxes, bank charges and other fees as may
be incurred in the process. The campaign will be implemented from September toDecember 2019.
A. The compensation to be paid for the agency service fee of the selected
creative agency shall be pegged in the amount equivalent to maximum of
12% of their proposed budget for the entire project.
1. The selected creative agency shall provide billing to the DOT based on the following
schedule of payment upon completion of identified milestones;

MILESTONES
Submission of Approved Storyboard for AVP% OF PAYMENT
15%

Submission of Approved Media Plan
Submission of rollout report of approved placements
for October 2019
Submission of rollout report of approved placements
for November 2019
Submission of rollout report of approved placements
for December 2019
Completion of TVC materials.
Completion of all multimedia materials
Submission of Terminal Report for the whole
campaign

15%
10%
10%
10%
15%
15%
10%
100%

TOTAL
VI. Qualifications
1.

The agency must be a full creative agency with the required manpower/personnel and staff. It
shall be duly established in the Philippines.
2. The agency must have been in existence for at least five (5) years, and must have produced amaterial targeting international audience during the last three (3) years with an aggregate costof at least fifty percent (50%) of the approved budget cost for this project.
3. Other qualifications of the required media agency for this project are stated in the Bid Data
Sheet (BDS).

VII. Minimum Required Personnel

Required Personnel
1.
2.
3.
4.
5.
6.
7.
8.
9.

Managing Director
Creative Director
Senior Account Manager
Production Director
Senior Writer
Senior Digital Planner
Senior Digital Media Buyer
Senior Art Director
Senior Copywriter

Minimum Years of Experience in handling
related campaign/s required by DOT under
this project
10 years
10 years
10 years
8 years
5 years
5 years
5 years
5 years
5 years

Note: Bidders may recommend additional personnel deemed fit for the team

VIII. Criteria for Rating
Stage 1- Submission of eligibility documents
Stage 2- For short-listed bidders, submit brief credentials and the proposed media planand AVP storyboard
1. Short listed bidders who will be declared compliant with the technical requirementson the opening of bids may be required to present their proposed campaign to themembers of the Bids and Awards Committee (BAC), and the Technical Working Group(TWG), DOT officials and other tourism stakeholders that the DOT will invite during thepitch 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 by the 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.
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 Agency
Production and Media Placement Agency
OthersB. Extent of network of the agency
International (South East Asia)
Domestic
C. Similar Projects Completed in the last 3 years
At least one international campaign targeting South East Asia
At least one national campaign
D. Years in Existence
5 years & above
Below 5 years
E. Contract cost of Completed Projects in the last 3 years
At least one project with contract cost equal or greater than 10M
Projects cost less than 10M
IIQUALIFICATION OF PERSONNEL WHO MAY BE ASSIGNED TO THE JOB
Required number and positions of personnel is met with minimum years of experience
Required number and positions of personnel is met with less than minimum years ofexperience
Required number and positions of personnel is not met

60%
20%
20%
10%
5%10%10%
5%10%
10%
5%
10%
10%
0
10%
10%
5%
20%
20
100

III

CURRENT WORKLOAD RELATIVE TO CAPACITY
Number of on-going similar and related projects relative to capacity
3 or more projects with contract cost equal or greater than 10M
2 projects with contract cost equal or greater than 10M
0-1 project with contract cost equal or greater than 10M

20%
10%
15%
20%

B. Technical Bid/Proposal Criteria and Rating (70% passing score)

I.

CRITERIA
Quality of Personnel to be assigned to theproject
Similar projects handled

II.

Level of experience with similar nature ofwork

A.

B.
I.

C.
I.

Expertise and Capability of the Firm
Production Capability
Video Production
Media Planning
Plan of Approach and Methodology
Creative Rendition

RATING
20%
10%
10%
30%
20%
10%
50%
15%

AVP Concept

II.

10%Treatment
Media Plan
Type of media placements

5%

Choice of media platforms

5%Quality of media values
III.

5%

Over-all Impact

10%
TOTAL

100%IX. Terms and Conditions
1. All materials produced during the period of engagement shall be amenable toedits at no cost to the DOT for a maximum of 5 revisions for each material.
2. All advertising and creative concepts and original materials (raw and edited)
formulated and designed in conjunction with this campaign shall be owned byDOT, with full and exclusive rights, relative to the future use thereof both in thePhilippines and internationally. This should be submitted to the DOT in a sturdyhard drive/s;
3. The selected agency shall be subject to assessment of the DOT as to theeffectiveness of any phase of the media campaign launched.
4. The firm shall submit regular reports detailing work progress, issues and concerns,
and recommend next steps in relation to the project as part of the deliverables.
5. Any excess remuneration or compensation in the form of rebate from theinternational network/s shall be negotiated with the DOT in the form of additional
advertising materials and/or extended media placements, in order to maximize
the effect and benefit of the campaign.

X. Contact Person
Karen R. Lacsamana459-5200 local 302
Kricana.dotc@gmail.com