TERMS OF REFERENCE
I. BACKGROUND
A. The “Love the Philippines” branding campaign in Northern China is a strategic initiative aimed at fostering positive perceptions and increasing awareness of the Philippines as a premier tourist destination, and attractive investment hub. The campaign seeks to showcase the diverse and unique offerings of the Philippines to the North China market.
B. The campaign will be comprised of three projects:
1. Philippine Christmas Celebration and Launching of “Love the Philippines” in Northern China
Tentative Date: December 17, 2023
Venue: Philippine Embassy
2. Outdoor LED Media Placement in Beijing and Chengdu
Campaign Period: December 2023
3. Elevator LED Media Placement in Beijing and Chengdu
Campaign Period: December 2023
II. PURPOSE/OBJECTIVES
A. To facilitate the resumption of charter flights from Beijing and Chengdu to the Philippines
B. To promote Philippine Christmas festivities through interactive activities, traditional cuisine and performances.
C. To maintain relationships with trade partners and keep Philippines as top-of-mind destination
III. MINIMUM REQUIREMENTS FOR SUPPLIERS
A. Must be a registered and licensed/accredited marketing/ PR agency in Beijing
B. Must be able to provide all required services
C. Must be flexible on payment terms
IV. SCOPE OF SERVICES/DELIVERABLES
A. Provide the following Christmas Celebration requirements:
i. Event Design, Construction, LED & Sound system and Lights
1. Event conceptualization, layout and design based on venue to be approved by DOT Beijing
a. Interactive games & activities (2-3)
b. Kiosk design
2. Construction of the following:
a. approved kiosk designs
b. registration backdrop – 2.5 *3.5
c. Christmas tree and décor
d. Christmas lights display – embassy grounds
3. LED & Sound system
a. LED wall (minimum of 3’ X 6’ screen or higher) – 1 set
b. Sound system – 1 set
c. Microphone (wireless with battery provision) – 6 pcs
d. Microphone stands – 4 pcs
e. Mixer – 1 set
4. Technical staff provision for the LED& Sound System, meals and their professional fees (at least one staff can speak English, if possible)
5. Technical rehearsal 1 time prior to event required
ii. Provide catering services good for 200 participants during the Christmas event.
Should be Filipino-inspired food to include the following:
1. 5 kinds of hot dishes
2. 3 kinds of desserts
3. 3 kinds of drinks
Installation, enhancement, and styling of the venues to include (but not limited
to) the following:
• Tables, chairs, plates, and cutlery
• Printing of menu and Title Cards (English/Chinese)
iii. Supply of Promotional Giveaways (Filipino-inspired look, design and material)
1. VIP – 100 pcs
2. Trade – 500 pcs
3. Consumer – 1,000 pcs
4. Jute bags – 1,000 pcs
Bidders must recommend at least 2 options with photo per category subject to DOT Beijing’s approval. Preferably submit a sample once approved. Should include delivery fee to PDOT Beijing office after production.
Delivery date: December 15, 2023 (PDOT- Beijing Office)
iv. Supply and Provision of Performers
Dancers – 4 pax
Band – 4 pax
Repertoire must include Christmas songs and if possible Filipino songs
Services should include music instruments, performers honoraria, props, costume, transportation and meals
v. Printing, production and delivery of the following brochures:
1. Dream Islands – 1,000 pcs
2. Boracay – 1,000 pcs
3. Cebu & Bohol – 1,000 pcs
4. Palawan – 1,000 pcs
5. Manila – 1,000 pcs
6. Tourist Map – 1,000 pcs
Delivery period: On or before December 15, 2023
vi. KOL and media
1. Invitation of 30 lifestyle, travel and food KOL
2. Invitation of 10 media partners
3. Should include media transportation fee
4. Preparation of media kits
5. Collection of write ups and media reports
vii. On site assistants – 2 pax (can understand basic English)
viii. Cleaner – 1 pax
ix. Raffle prizes
1. Game prizes – 30 pcs Christmas gifts
2. Major prizes – 10 pcs
x. Provision of service vehicle during the Christmas event (with driver) and space for luggage and minimum of 5 passengers
B. Outdoor Billboard Ad in Beijing and Chengdu
1. No. of billboards per city – one
2. Ad schedule – 4 weeks / 30 times/per day
3. Video ad duration – 15 seconds
List of possible ad locations to be provided for selection by PDOT-Beijing
Ad material to be provided by PDOT- Beijing based on specification provided by supplier
C. Elevator Advertisement Placement in Beijing and Chengdu
1. No. of elevators per city – 5,000
2. Ad schedule – 4 weeks (2,500 each week)
3. Video Ad Duration – 15 seconds
Ad material to be provided by PDOT- Beijing based on specification provided by supplier
V. BUDGET FOR THE CONTRACT
PHP 6,000,000.00 or RMB 779, 220.78 inclusive of taxes
Payment in RMB is subject to foreign currency exchange rate
NOTE: The winning bid however, shall be determined based on the proposal with the most advantageous financial package cost, provided that the amount of bid does not exceed the above total budget.
VI. TERMS OF PAYMENT
Payment will be made in three tranches following the submission of the listed requirements:
• First Tranche: 40% of payment, upon submission and approval of design, costing and plan of action, ad location, etc.;
• Second Tranche: 20% of payment, before the third week of media placement;
• Third Tranche – Final Payment: 40% of payment, upon completion of services as listed in the TOR and submission of complete documents.
Send the bill to Philippine Department of Tourism – Beijing Office addressed to: DR. ERWIN F. BALANE – ATTN: ERNESTO S. TESTON after the completion of services.
Payment will be made through the Philippine Department Head Office in Manila, Philippines and send through direct remittance. Bank charges in China will be shouldered by the supplier.
VII. CONTRACT DURATION
The contract shall commence from the date of receipt of Notice to Proceed (NTP) until the issuance of Certificate of Project Completion.
VIII. DEADLINE TO SUBMIT: Nov. 27, 2023 – 5:00 pm
IX. PROJECT OFFICER/CONTACT PERSON
MR. BIN JIANG
Philippine Department of Tourism – Beijing Office
Email: jiangbin@tourism.gov.ph
Telephone: +86 10 6512 8809
Approved By:
Dr. Erwin Fernandez Balane, DPA
Tourism Attache
Philippine Department of Tourism – Beijing Office
