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Procurement of the Services of a Marketing Management Agency in France

I. PROJECT 

Procurement of the Services of a Marketing Management
Agency in France for the implementation of various projects of
the Philippine Department of Tourism (DOT)

II. PURPOSE/OBJECTIVES

In order to ensure the continuity and smooth implementation of its various approved
projects in France, the DOT-Frankfurt Office is in need of the services of a marketing
management company based in Paris, France, which specializes in handling
tourism-related programs for the French market.

III. MINIMUM REQUIREMENTS FOR SUPPLIERS

a. Full service Marketing agency operating in Paris, France with relevant contacts in
the French tourism and media industries

b. With extensive work experience (minimum 5 years) in the travel and tourism
industry, particularly in tourism and destination management and marketing and
handling French media

c. Experience in working with a diverse set of travel and tourism clients (including
national tourism offices, tourism boards, among others)

d. With extensive knowledge on the Philippines and its tourism products and
destinations; experience of traveling to the Philippines is a plus

e. Willing to provide services on a send bill arrangement

IV. SCOPE OF DELIVERABLES

A. Organization of Media Familiarization trip

- Selection of 3-4 leisure magazine publications and 1 photographer that will do
a familiarization trip to the Philippines, based on each publication’s and digital
media platform’s level of influence and relevance to the French market

  • Group must be a mix of publications and media platforms that have
    high circulation rate across France
  • Photographer must have credible standing and be willing to share his
    photos to PDOT for its use in any and all its projects

- Negotiate free / reduced airline seats for the participants
- Send invitations to the identified journalists and photographer, and coordinate
proposed trip itinerary
- Confirm the list of attendees, and lead the group during actual trip
- Ensure positive and maximum media exposure for the Philippines during and
after the trip
- Prepare terminal reports and monitor actual results with regard to media
exposure gained

B. Assistance for the Philippine Travel Exchange 2017

- Send invitations to prospective and relevant tour operators and travel
agencies
- Negotiate free / reduced airline seats for participants
- Prepare terminal report

C. Assistance to the Philippine participation in IFTM TopResa

- Arrange scheduled meetings with top French travel trade and relevant media
for the DOT delegation, possibly including DOT officials
- Negotiate for the inclusion at the Tour Operator’s Night during the IFTM
TopResa
- Suggest additional options on to further highlight the Philippines during the
IFTM TopResa
- Secure photographer to ensure appropriate coverage of the Philippine
participation at the event
- Attendance of knowledgeable staff to assist during the whole duration of
TopResa
- Prepare terminal report

D. Assistance for the Roadshows in Nantes, Lille and Strasbourg

- Arrange the itinerary, including the program flow of each workshop for each
city
- Negotiate and procure transportation, venue, accommodation, and meals for
all participants during the event
- Attendance of knowledgeable staff to assist the delegation throughout the
Roadshow
- Send invitations to top tour operators and travel agencies in each area to
attend the event
- Gather database of attendees
- Prepare terminal report

V. TIMELINE OF PROJECT

July 13, 2017 Submission of bid proposal, inclusive of deliverable
requirements according to the program and mandatory
legal documents

July 14 , 2017 Selection by DOT-Frankfurt Office of the winning bidder

July 17, 2017 onwards Coordination for the implementation of the project

October to November Completion of Media Familiarization trip and Roadshow
2017 (at the latest) in France; Submission of all terminal reports

VI. CRITERIA

I. Strategy of proposed activities - 50%
II. Creativity and Efficiency of proposed execution - 20%
III. Project Management Expertise - 20 %
V. Credentials / Track record - 10%

TOTAL: 100%

VII. BUDGET

Total estimated budget for all marketing agency fees is EUR 8,000.00, inclusive of all
applicable taxes. This does not include any production costs for the implementation
of the aforementioned programs.

The winning bid shall be determined based on the proposal with the most
advantageous financial cost, appropriate product and service quality, and provided
that the amount of the bid does not exceed the total budget of the project

VIII. DOCUMENTARY REQUIREMENTS

1. Signed Terms of Reference (all pages should be initialed)
2. Company registration documents and appropriate licenses
3. Latest tax clearance and proof of no financial and legal liabilities
4. Company portfolio containing previous projects that are relevant to the
aforementioned projects

IX: CONTACT PERSON

Project Officer : Anabelle Gaye Apostol
Contact Details : (+49)173 5217981
anabelle@morefunphilippines.de

X. PAYMENT PROCEDURES

Compliant with the rules and regulations as mandated by the Philippine Government

The following supporting documents are required for payment:
• Original copy of the contract
• Original copy of the invoice following signed contract
• 30% initial payment upon completion of Philippine Travel Exchange
• 30% second payment upon completion of IFTM TopResa and Roadshow
• 30% third payment upon completion of the projects
• 10% balance upon submission of all terminal reports