SUPPLEMENTAL/BID BULLETIN NO. 1
This Supplemental/Bid Bulletin is issued to all prospective bidders to clarify, modify
and/or amend items in the Bidding Documents as discussed and agreed during the virtual
Pre-Bid Conference held on 23 November 2021 for the Procurement for the Servicesof an Event Management Company for the 2 nd Philippine Education Tourism
Conference 2022 (DOT-BAC-REI No. 2021-018).
I. The following clarifications are provided for the guidance and reference of theshortlisted bidders:
Listed are the questions andAnswers and Applied amendments
clarifications from the biddersin the Terms of Reference
1. For each session per day, is the conference 1. In the program that the projector the event time will start at 9:00 a.m. toofficer has drafted, the 1st day of
3:00 p.m. since it is not clearly stated in
the conference will start at noon to
the Terms of Reference?
have enough time for the ingress
and the rehearsals. The 2nd day ofthe conference will start at 10 AM.
Each day will run for about 6-7hours. The 3rd day will start atnoon as well, until 6 PM. Please
note however that the schedule isstill subject to change after
finalizing the details with thewinning bidder.
2. Clarification also on the details regarding
2.The specifications of the meal will
the meal requirements not clearly stated in
be stated in the TOR but the exact
the Terms of Reference.
number per meal is 80.
3. Since no exhibition on January 26 and 27,
3.The collaterals will be given to all
how the collaterals will be distributed?
attendees in the event (i.e., local
speakers, media, and exhibitors).
4. Who are the physical attendees or
4. Physical attendees of the event arephysically present in the event?
the following:o DOT Technical Working
Group (TWG)o Local speakers
o Mediao Invitedexhibitors/stakeholders
5. What is the setup for the Media Lounge andthe VIP?

6. Regarding the billing process, will it be asend bill or upon milestone?
7. What is a customized exhibitor’s page, is it
just like a virtual 3D or just a logo?

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5. A small conference room setupthat can accommodate up to 8 pax
while practicing social distancing
will do.
6. It is upon milestone.
7. It is a virtual 2D/3D exhibitor’spage. The virtual platform must beListed are the questions andclarifications from the bidders

8. Are we required to invite a media? How
many expected media? Or do they havealso an option to do virtually or on sight?
9. Is the payment for the talent management
already included in the budget?
10. For the talent management, is the invited
local and international resource speaker
will be identified by the DOT or the service
provider or both?

11. For the virtual conference, would you be
needing a break-out room, and what
capabilities you are looking at?

Answers and Applied amendmentsin the Terms of Reference
created by the service provider. The
creatives for the exhibitor’s page
will be care of the service provider
as well.
8. All media must be on site. We aregoing to require 5 – 9 media
personnel.
9. Yes. Talents include the opening
number (group), hosts, media, andlocal and international speakers.
10. We already identified the local andinternational resource speakers thatwill be invited by the service
provider. But it is still subject tochange upon finalizing the details
with the service provider.
11. Yes.
- We are going to require aconference platform that canaccommodate 750 participants.
For the B2B Networking, thebreakout room must be able tohandle up to 30 interested buyers
for each exhibitor.
Each exhibitor's space musthave the following:o Video space where they
can put their videoo Button charo Button messageo A space where they canshow all their productlineo A space where they canput the info about theircompany

12. Since the attendees are not only in thePhilippines, would it be a part of yourrequirement to have a digital push tocapture the international market, or doesnot necessary because you would have aspecific set of attendees or database ofattendees?

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12. Yes. We will require a digital push
for the event.

Listed are the questions andclarifications from the bidders
13. What is the 20% mentioned in the bidding
documents page 12 Section 7?
7. Subcontracts

Answers and Applied amendmentsin the Terms of Reference
13. Please refer to Bid Data Sheet(BDS), Clause No. 7.1 whichstated that “Subcontracting is
not allowed.”

7.1 The Bidder may subcontract portionsof the Project to the extent allowedby the Procuring Entity as statedherein, but in no case more thantwenty percent (20%) of the Project.

Attached is the revised Terms of Reference.
This shall form an integral part of the Bidding Documents.
For the guidance and information of all concerned.
OIC-USEC. REYNALDO L. CHING
DOT-BAC Chairperson

November 29, 2021

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