TERMS OF REFERENCE
Project Title : Land Transportation Requirements for the Congressional
Participation in the Diving Equipment and Marketing Association
(DEMA) Show 2024
Venue : Las Vegas, Nevada, USA
Duration : 17 to 23 November 2024
Job Specification : Transportation Service
I. Background
The Philippine Department of Tourism (DOT) will be participating in the Diving
Equipment and Market Association (DEMA) Show 2024 from 19 to 22 November 2024 at the Las Vegas Convention Center in Las Vegas, Nevada, USA. The trade show focuses on the growth of the diving industry worldwide by converging the world’s best during the DEMA Show.
II. Objectives
The DOT-Legislative Liaison Unit needs the services of a licensed transportation services provider in the USA that can provide the transport service requirements of Congressional Participants to the DEMA 2024 in Las Vegas, Nevada and other event related activities. This is to ensure a seamless and smooth implementation of the said project including the conduct of side activities.
III. Capability Requirements
- Must be a registered business or licensed (in the case of a driver) in the USA;
- Must be able to provide vehicles for rent, driver services, and insurance coverage;
- Must be operating in the business or possessing a license (in the case of a driver) for at least 5 years;
- Must be able to provide the requirements based on the deliverables stated herein.
IV. Deliverables
1. Car Rental
a. 2 units of van with a seating capacity of at least eight (8) passengers;
b. Preferably with captain seats;
c. Inclusive dates: 18, 19, 20, 21, 22, and 23 November 2024;
d. Place of service: Las Vegas, Nevada (including nearby areas);
e. Use of vehicles for at least ten (10) hours per day. Excess/overtime shall be billed based on actual usage in excess of ten (10) hours.
f. All vehicles should be road-worthy, registered, insured, clean, and must be
properly maintained daily
g. Service provider shall submit daily trip tickets and proof of payment/receipt on 23 November 2024.
2. Driver Services
a. Services of two (2) licensed drivers who shall be responsible for the pick-up,
return, driving, and maintaining cleanliness of the rented vehicles;
b. Dates of service: 18, 19, 20, 21, 22 and 23 November 2024;
c. Place of service: Las Vegas, Nevada (and nearby areas)
d. Shall render services for at least ten (10) hours per day. Overtime pay shall be
billed based on actual hours of services rendered in excess of ten (10) hours;
e. Must be familiar with the routes and locations in the itinerary to be provided by DOT at least a one (1) week prior to the dates of service;
f. Shall submit daily trip tickets and proof of payment/receipt on 23 November
2024.
V. Contract Duration
The contract duration is from 17 to 23 November 2024.
VI. Budget
The budget allocation for the above project is Nine Hundred Sixty-Eight Thousand Two Hundred Thirty-Seven Pesos and 87/100 (PhP968,237.87) or approximately Thirteen Thousand Three Hundred Sixty-Seven US Dollars and 68/100 (USD13,367.68), inclusive of vehicle rental, driver services, insurance, fuel, overtime fees, parking fees, congestion fees, driver’s meals, taxes, tips, and other applicable fees.
The winning quotation will be based on the lowest proposed bid price and compliance to the required specification of the requested services, and payment shall be based on actual hours rendered.
VII. Payment Procedure and Billing Details
Payment shall be processed upon the submission of the invoice, trip ticket, original signed contract and other supporting documents as may be required.
Billing Details:
Legal Affairs Service
Philippine Department Tourism
351 Senator Gil Puyat Avenue
Makati City 1200, Philippines
Approved by:
Marie Soleil Tropicales
Tourism Attache, Western Region- USA & Canada and Latin America