Philippines - Hiring of an Event Organizer for the conduct of PRAISE Awarding Ceremony on December 14, 2018 in a hotel in Legazpi City

Description

1 LOT Hiring of an Event Organizer for the conduct of PRAISE Awarding Ceremony on December 14, 2018 in a hotel in Legazpi City Scope of Work: The Event Organizer, as the Contractor is expected to: 1. Coordinate with the DOH CHD BICOL HIGH EVENT TEAM for the development of the event plan, program of activities and requirements needed to conduct the PRAISE Awarding Ceremony; 2. Conduct preparatory meetings and updates in coordination with the DOH CHD High Event Committee for the PRAISE Activity; 3. Coordinate with relevant stakeholders and other partners in the conduct, implementation of the activities; 4. Design and produce materials/collaterals needed for the promotion and information campaign of the activity; 5. Execute the approved event plan as scheduled; 6. Provide the necessary equipment to include lights and sounds, monitoring screens, podium, appropriate backdrops, welcome streamers, stage design and other logistics or materials required for the staging of the event in collaboration with the DOH CHD High Event Team; 7. Provide for the following: A. MANPOWER/LOGISTICS 7.1 Hosts ( 2 Hosts Voice over and Master of Ceremonies) 7.2 Usherettes/Ushers ( 12 pax) 7.3 Uniform for DOH CHD Usherettes/Ushers/Secretariat and Program in charge (42 pax) 7.4 Performers for 2 intermission numbers (20 pax) 7.5 Technical support team (over-all 1-director, 2 technical for AVP and sound, 1-all Project Manager/ Point person who will be the main point of contact and will manage the whole process from taking the initial brief through installation, operation on site and post production. B. STAGING Conceptualize, design and set-up the stage for the program including: 7.6 Set-up 5 wireless microphones, podium for the main program strong enough to be heard in the entire area 7.7 Lights and Sounds 7.8 Responsible for transporting its own equipment, infrastructure as per the design and staff Specification 7.9 Two (2) big monitors for video play of 2017 events 8.0 Musical sounds and scoring appropriate for the event 8.1 Electrical outlets for equipment 8.2 Stage Design/décor 8.3 Negotiate for the time/schedule for the ingress and egress , practice of performers before the event and of set-up with full coordination with the venue manager; C. AUDIO, VIDEO NARRATIVE AND PRINTED DOCUMENTATION 8.4 Provide the following: a. Master copy of Proceedings ( 2 hard copies and 3 DVD) b. Photo/Video Documentation ( 20 DVD copies and IN 1 TERABYTE EXTERNAL DRIVE for back up) c. Documentation in full of the entire activity from Arrival of VIPs and Awarding proper in hard ( 100 well-chosen various shots of the event) and soft copies in 6 CDs ( 150 various shots of the event) d. Printed copies per guest from the photo booth (2 stations) e. Live feed videos of the day’s activity f. COFFEE Table magazine ( 35 pcs) size: 7.75” x 10” with BtB 11 pages ( 3 pcs) g. Program Invitation 200 pieces D. DISMANTLING and DISPOSAL OF EQUIPMENT 8.5 Dismantling of the set-up and egress on the dates designated by the hotel manager for Event Organizer E. OTHERS  Ensure that all participants will be delegated to their respective areas accordingly assisted by either the Usher or Usherette ;  Ensure a smooth transition of program flow during brown-outs and speedily coordinate the technical aspects with the venue operations/manager;  Conduct a briefing, rehearsal on site as needed prior the actual event;  Coordinate for a storage area/dressing room for performers;  Others as necessary to ensure the fruitful completion of the event such as band etc; Legal/Technical Documents to be submitted together with this proposal: 1. Valid DTI/SEC Registration Certificate 2. Valid Mayors Permit 3. PhilGEPS Ragistration No. ___________ 4. Latest Income & Business Tax Return 5. Notarized Omnibus Sworn Statement (template attached) 6. Curriculum vitae of Project Team members inclusive of the list of projects that the service provider was engaged in. 7. At least 3 projects that the service provider engaged with corresponding evaluation report from previous clients. 8. Documentation/proceedings from the Project Team’s previous events. P _______ P ___________ Please see attached Terms of Reference and Scope of Work for the complete details of the deliverables Winning service provider will be required to submit a performance security as stated in RA 9184 prior to contract signing. Delivery As Stated ABC Php420,000.00 inclusive of all applicable taxes Please submit this quotation and legal and technical documents in a sealed envelope not later than__________________________, 9:00AM, duly signed by you or your authorized representative. After carefully read and accepted your General Conditions and Terms of Reference, I/WE quote you on the item/s at prices noted above. _______________________________________ Printed Name of Establishment & Telephone No. _______________________________________ Complete Mailing Address _______________________________________ Signature over Printed Name of Manger/ Authorized Representative

Opportunity closing date

20 November 2018

Value of contract

to be confirmed