ANNEX CTERMS OF REFERENCEI.

PROJECT TITLE:II.

BACKGROUND:DESIGN, SET UP AND DISMANTLING OF THE PHILIPPINEBOOTH AT THE MOSCOW INTERNATIONAL TRAVELAND TOURISM (MITT) EXHIBITION 2018

In line with our continuing efforts to increase tourist arrivals from Russia, thePhilippine Department of Tourism (DOT) will be participating in the Moscow
International Travel and Tourism Exhibition. The MITT is the leading and largest
travel and tourism exhibition in Russia. It will be held from March 13 to 15,
2018 at the Expocentre, Moscow, Russian Federation.
III.

PURPOSE/OBJECTIVES:The Philippine Department of Tourism is in need of the services of a Europeanbased company, preferably in Russia or Germany engaged in the business ofdesigning, setting-up, and dismantling booths for travel fair for the Philippine
Stand at MITT 2018.
The set-up of the aforementioned booth aims to attain the following objectives:
A. Generate positive name recall of the Philippine brand as a “more fundestination” for the Russian & CIS markets;
B. Generate an atmosphere that supports the promotion of the country’sbranding campaign, “It’s More Fun in the Philippines”;
C. Attract and encourage consumer, press and travel trade guests to visit thePhilippine booth; andD. Provide a highly functional yet aesthetic booth that will enable the conduct oftabletop business meetings between Philippine delegates and interviews for
DOT and its partners at the Philippine booth in MITT 2018.
To be able to achieve the above-mentioned objectives, bidders shall submit a
proposed design and layout for the aforementioned booth.

IV.

SCOPE OF WORK/DELIVERABLES
The Philippine Department of Tourism requires a package of services for thefollowing:
A. Booth design, strictly following the rules and regulations set by theorganizers and the Philippine Department of Tourism.

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B. Booth Details
1. Size: 120 sq. m./island stand (4 sides open)
2. Layout Should provide individual negotiating tables with 2 chairs for eachparticipating Philippine partners/exhibitors located along the perimeterof the stand (approximately 10-12 exhibitors), with own charging areas
and lockable cabinets with individual negotiating (glass) tables and 3chairs (right at the back of each counter) 1 VIP reception area featuring Filipino furniture, decoration andaccessories and fresh plants and flowers
 1 Philippine information counter with storage area, two bar stools; mustalso have a mounted digital/interactive exhibitor directory on the counter Special area for live animation and a table for bar flair tendering A rectangular hanging overhead signage featuring the “PHILIPPINES” andvarious Philippine destinations as backdrop (choices: Davao, Boracay,Palawan, Cebu, Siargao , Manila, Bohol) It’s More Fun in the Philippines (new) logos at the information counter
with 3D effect) Philippine destination images (large-scale printed/floor to ceilingprinting, 3.5 to 5 meters in height) as outside backdrop of the side wallsof the storage area (choices: Davao, Boracay, Cebu, Palawan, Siargao,Manila, Bohol) Four (4) 50-inch LED TVs and CD/DVD/USB video players/cum videowall One (1) 50-inch LED TV and CD/DVD/USB vide player at the VIP area toplay/feature It’s More Fun and destination videos
 Kitchen cum dining area for the Philippine delegation with storage area
3. General stand design theme: “IT’S MORE FUN IN THE PHILIPPINES”
using the It’s More Fun in the Philippines images, new fonts and brandcolors
4. Specific booth requirements and rental of equipment and furniture Booth design and set-up inclusive of backlit walls, storage bins-cumlockable lockers, kitchen, lockers for personal belongings, a VIP area,animation area, and information counter Printing of appropriate backdrop visuals/banners/mini banners/interiordécor, overhead ceiling banners and interior decor as appropriate, fresh
plants and flowers, sufficient lighting to convey a tropical island setting
and other decorative elements following the general theme of “It’s MoreFun in the Philippines” with the new design logo
 Rectangular hanging overhead signage with the word “PHILIPPINES” andPhilippine destinations (top choices: Davao, Boracay, Cebu,Palawan,Siargao, Manila, Bohol) Elevated carpeted flooring to cover the electrical wiring and connections; Philippine Information Counter/s should have the following: at least 2chairs, power outlet, lockable cabinets, brochure racks, exhibitor
directory and stand layout, appropriate visuals and accessories2 Individual work stations should have the following: 1 counter withlockable storage cabinet, 2 bar stools, 1 meeting table, 3 chairs, individual
electric outlets and adaptors, company signage on the counter and on thetable and table centrepiece Storage areas should have the following: lockable lockers, coat racks,hangers, ample shelves for brochures, trash bins with ample supply of
trash bags and lockable door
 General and VIP reception areas should have the following: lounge chairs,
center table, 1 big screen (50-in) or screen with CD / DVD / USB player,
appropriate lighting and accessories
 Live performance/interactive/animation area should have the following:It’s More Fun in the Philippines (new) logo, public address/soundsystem/mixer, public address system, appropriate lighting and wiring,furnishing and accessories, electrical sockets, microphones, speakers andmicrophones
 One (1) area to allow booth visitors to experience the Philippines’
destination through virtual reality technology
 Furniture/appliances (on rental basis) that would fit the current
Philippine branding setting and conform to the recommended layout bybidding company to include counters, tables, chairs, shelves, hangers,
mirror, etc.
 All exhibition venue connections and fees (ample supply of electricity,running water, suspensions and permits)
 Sufficient power outlets and lighting
 Service kitchen and dining area should have the following equipment on
rental basis: sink with running water, hot and cold drinking water
dispenser with ample supply of mineral water, coffee maker, smallrefrigerator, microwave, porcelain cups and saucers for VIP guests (perapproximate quantity requirement), cutlery set for VIP guests (perapproximate quantity requirement), glasses for VIP guests (perapproximate quantity requirement) serving trays (per approximatequantity requirement), storage cabinet and shelves, trash bins with ample
supply of trash bags, small eating areas with tables and bar stools,
lockable door; Daily stand cleaning – before the opening, during and the closing of thePhilippine stand Stand set-up, dismantling supervision, and stand maintenance for theduration of the fair Exclusive internet connection subscription at the stand using the official
MITT service provider (accessible by the Philippine delegation members)
 Other accessories needed to achieve the desired theme
5. Included in the deliverables of the supplier as part of the ABC but are onloan
basis only :

Chairs, bar stools, tables
Coat and brochure racks, hangers and mirror
Big screen, TV sets, CD/DVD/USB player, computer set, sound system
Hot and cold dispenser, coffee maker, refrigerator, microwave, sinkPorcelain cups and saucers, glasses, cutlery set, serving trays
3C. Set-up and installation of the aforementioned booth while strictly following
therules and regulations set by the fair/event organizers.
D. Dismantling inclusive of storage/disposal of the aforementioned booths/partsand egress on the dates designated by the event organizers.
V. TIME FRAME AND SCHEDULE OF WORKThe contract duration is for a period of three (3) months with the following
schedule of work:
1. March 09-12, 2016
2. March 13 to 15, 2018
3. March 16, 2018

Set-up of Philippine booth at the MITT 2018
MITT 2018 (Stand maintenance)
Stand dismantling

3. BUDGET
Total Budget allocation for the Philippine booth is Pesos 2,385,000.00 or
US$45,000* inclusive of taxes

The winning bid however shall be determined based on the proposal with mostadvantageous financial package cost, provided that the amount of bid does notexceed the above total budget.
4. PAYMENT PROCEDURE
Following is the payment procedure:
50% upon completion of stand set-up
50% within 30 days upon dismantling of Philippine booth, submission of invoice
and satisfactory delivery of services specified in Section IV of this Terms ofReference* to be paid in either US Dollars or Euro or Rubles* exchange rate used US$1=P534