Sri Lanka Tourism Development Authority REQUEST FOR PROPOSALS (RFP) Hiring a Training Company for the Conducting Training Programs Homestay Owners

Transcription

1 Sri Lanka Tourism Development Authority REQUEST FOR PROPOSALS (RFP) F/DPC/072/2018 Hiring a Training Company for the Conducting Training Programs Homestay Owners February 2019

2 LETTER OF INVITATION Dear Sir/Madam, Hiring a Training Company for the Conducting Training Programs Homestay Owners (F/DPC/072/2018) 1. The Chairman, Departmental Procurement Committee of Sri Lanka Tourism Development Authority invites sealed proposals from the eligible & qualified Training Companies to Conduct Training Programmes for Homestay Owners (F/DPC/072/2018). 2. You are hereby invited to submit your combined Technical and Financial proposal for this assignment as described in the attached Terms of Reference Annex A. It is not possible to transfer this invitation to any other firm/organization. 3. The following documents are enclosed to enable you to submit your proposal: a) Terms of Reference (TOR) (Annex A); 4. Interested bidders may obtain further information from Act. Director Development ( ) and inspect the bidding documents free of charge during office hours on working days commencing from February 1, 2019 at the office of Sri Lanka Tourism Development Authority, Procurement Department, 4 th Floor, No 80, Galle Road, Colombo 03. Bidding documents are also available on Sri Lanka Tourism Development Authority Website ( only for inspection purposes. 5. A complete set of Bidding Documents in English Language may be purchased by interested bidders on submission of a written application and upon payment of a non-refundable fee of Sri Lankan Rupees One Thousand Five Hundred (LKR 1,500.00) effective from February 1, 2019 during office hours on working days from the office of the Sri Lanka Tourism Development Authority, Procurement Department, 4 th Floor, No 80, Galle Road, Colombo 03. The method of payment will be by cash. 6. A Pre-bid meeting which potential bidders may attend will be held at a.m. on February 8, 2019 at the Director General s Meeting Room at No 80, Galle Road, Colombo 03. The prospective bidders are advised to attend this meeting. 7. The Submission of Proposals: You are required to submit your combined Technical and Financial proposal (original and one copy) in sealed envelopes to be received by Sri Lanka Tourism Development Authority, No 80, Galle Road, Colombo 03 at or before 1400 hours on February 21, 2019 Please mark the envelope containing the proposal Hiring a Training Company for the Conducting Training Programs Homestay Owners (F/DPC/072/2018) 1

3 8. Evaluation a) The evaluation will consider the consultant s technical compliance and the price. 9. Deciding Award of Contract: Firm s qualifications, staff strength to handle the project, experience and competence relevant to the assignment and quality of the technical proposal shall be considered as being of paramount requirement. The Negotiations will be held with you only if the Technical proposal is acceptable. You must be prepared to furnish the detailed cost break-up and other clarifications to the proposals submitted by you, as may be required to adjudge the reasonableness of your price proposal. If the negotiations with you are successful, the award will be made to you. Subcontracting is not allowed under this assignment. 10. Please note that the Client is not bound to offer you the contract. 11. You are required to hold your proposal valid for 90 days from the date of submission during which period you will maintain without change of the proposed price and the personnel proposed. The Client will make its best efforts to finalize the agreement within this period. 12. Please note that the cost of preparing a proposal and of negotiating a contract including visits to relevant sites, if any, is not reimbursable. 13. This is a very urgent assignment that needs to be completed within a short period of time, therefore assuming that the contract can be satisfactorily concluded, you will be expected to take-up / commence the assignment within 14 days of award. 14. We wish to remind you that any firm, with which you might be associated with, will not be eligible to participate in bidding for any goods or works resulting from or associated with the project of which this consulting assignment forms a part. Yours faithfully, February 1, 2019 Enclosures: Chairman Procurement Committee Sri Lanka Tourism Development Authority No 80, Galle Road, Colombo 03 Telephone: , Fax: Annex A. Annex B: Terms of Reference Consultant s Personal 2

4 Annex (A) TERMS OF REFERENCE (TOR) Title of Consultancy: Reporting to: Type of Contract: Appointing a Reputed Company to Conduct Awareness & Training Programmes to Improve the Quality and Developing Skills of Homestay owners Tourism Planning & Development Division of Sri Lanka Tourism Development Authority (SLTDA) Professional Services Duration of Assignment : One Year Section I: Project Background SLTDA has proposed to conduct a training program for the homestay owners / operators to provide a better service to the tourists (Local / Foreign) with courteous & efficiently. After successfully completion of the training program SLTDA will issue a reputed certificate. Section II: Objectives Training & Educating covering followings Hospitality Management Financial Management Human Resource Management Customer Relationship Management Marketing Entrepreneurship Development Cross-Cultural Understanding Specific Language Training Section III: Scope of Work The Tourism Planning & Development Division of SLTDA has decided to the implement a training and awareness programme for the Homestay owners and operators. The Programme will educate and aware Homestay owners and operators about the appropriate ways to manage and conduct themselves professionally as well as develop their ability to cater to the tourists. Approximately 100 Homestay owners/operators to be trained during first three months time. A minimum of 500 Homestay operators need to be trained within the contract period of 1 year. Section IV: Methodology 3

5 This project aims to train currently registered Homestay owners/operators. Components of the training will include following Modules; Training Modules MODULE ONE: UNDERSTANDING TOURISM Topic 1: The Tourism Industry in General Topic 2: Hospitality and Service Skills requirement Topic 3: Providing an Authentic Sri Lankan Cultural Experience (Theme Building/ Authentic activities) Topic 4: Safety and Security/ Do s and Don ts MODULE TWO: LODGE AND HOMESTAY OPERATIONS Topic 1: The environment Topic 2: Housekeeping & Maintenance of the Homestay Topic 3: Basic accounting skills/ How to handle reservations MODULE THREE: FOOD PREPARATION Topic 1: Food Hygiene Topic 2: Cleaning Kitchen and Dining Areas Topic 3: Expanding and Presenting Your Menu Topic 4: Presenting and Serving Food and Drink No of Hours 4 hrs 4 hrs Training session should be conducted to suit each audience (tailor-made package) including videos and power point presentations as well as role play and discussions to help the audience to engage and better understand the subjects discussed. Practical sessions must be conducted for Basic Housekeeping/Food preparation and presentations. All the equipment/material (Eg. Linen samples etc) for practical sessions need to be organized by the training company. The PA system and other equipment required to deliver the training sessions must be supplied by the training company. After the training a Certificate will be issued for those successfully completed. Section V: Expected Output and Deliverables The project is expected to enhance the knowledge of Homestay owners/operators significance of the tourism industry. This Training Programmes Enhancing the Service Quality and Standards of Homestay Tourism Facilities. Section VI: Timeline and Payment Terms 4

6 A quotation with cost per programme (without tax) should be submitted. Tax amount will show separately. The payment schedule should be submitted. Section VII: Responsibilities The training company takes the responsibility to conduct the training programme according to the SLTDA s training module at identified location to achieve the above- mentioned objectives. The SLTDA takes the responsibility for: Overall supervision of the training and awareness programme; All administrative work for the training programme (handled by SLTDA Community Relations Division); All certification validity letters and issuing of certificates; Representing the interests of the training programme in government forums; Authorizing and making all necessary payments related to the training programme; The SLTDA and the training company will sign an MOU to conduct the training programme for the provision of tourist friendly jeep driver services. Section VIII: Requirements of Resource Personnel The training company will need to deploy two teams with five resource personnel in each team to conduct the training programme. Legal compliance, professional background and experience for resource personnel; A bachelor s degree from a university recognised by the U.G.C or a diploma on a relevant subject from a recognised institution, Minimum three years working experience in relevant subject and relevant field, Ability to communicate and write in English and Sinhala, Strong computer literacy, Ability to work and travel long distances out of Colombo. Role and responsibilities of resource personnel; To implement the SLTDA (organizational) selection and training strategy. To conduct the training and awareness programme in the most effective and responsible manner, according to the ground situation, participants social and education background, etc. To optimally utilize modern technical systems to convey the messages to participants, practical sessions/especially audio-visual material. 5

7 To maintain accurate records of all training sessions and submit all necessary documentation to the SLTDA course coordinator. After completion of each training session, the resource personnel should submit all test sheets and programme feedback to SLTDA. Management of resource personnel; All resource personnel are responsible to conduct the awareness and training programme as per the subjects prepared by the SLTDA according to the modules and allocated number of hours. All resource personnel should conduct training session according to the scheduled dates and stipulated time frame. Feedback must be collected from participants and shared with SLTDA. A complete proposal needs to be submitted. Payment Method; Payment will be made after successful completion of each training program after submitting the trainee feedback forms and the report on the program. Bid Submission; The following documents need to be included in the bid and those bidders who fail to provide any of the requested documents will be disqualify. Document requirement i) A comprehensive proposal needs to be submitted by the bidder explaining the methodology (including practical sessions), work plan with required number of days to cover the modules provided by SLTDA, what training material planning to provide for the Homestay operators etc. ii) CVs of all resource personal. iii) Records of past experience with client details. 6

8 Annex (B) FORM F-1 From To: Chairman Procurement Committee Sri Lanka Tourism Development Authority No 80, Galle Road Colombo 03 Sir: Hiring a Training Company for the Conducting Training Programs Homestay Owners I herewith enclose Technical and Financial Proposals for selection as Service Provider for. The Service Provider faithfully, Signature: Full name And address: (Authorized Representative) 7

9 FORM F-2 ASSIGNMENTS OF SIMILAR NATURE SUCCESSFULLY COMPLETED DURING LAST 3 YEARS 1. Brief Description of the Firm/Organization: 2. Outline of recent experience on assignments of similar nature: S / No. Name of assignm ent Name of project Owner or sponsoring authority Cost of assignme nt Date of commenc ement Date of completion Was assignment satisfactorily completed Note: Please attach certificates from the employer by way of documentary proof. 8

10 FORM F-3 A. WORK PLAN TIME SCHEDULE Sl. Activity Weekly Program No. 1st 2nd 3rd 4th 5th (Indicate all main activities of the assignment, including delivery of report and other benchmarks such as client s approvals. Duration of activities shall be indicated in the form of a bar chart.) B. APPROACH AND METHODOLOGY A short note outlining the various steps proposed in performing the assignment. (One or two pages only) C. COMMENTS OR SUGGESTIONS ON "TERMS OF REFERENCE" (Use 01 to 02 pages only) 9

11 FORM F-4 Composition of the Team Personnel and the task/s which would be assigned to each Team Member 1. Professional staff/managerial Staff No. Name Position Task(s) assigned 2. Support Staff No. Name Position Task(s) assigned 10

12 FORM F-5 CURRICULUM VITAE (CV) Position /Title Name of Consultant: Date of Birth: Country of Citizenship/Residence Education: Employment record relevant to the assignment: Period Employing organization and your title/position. Contact information for references Country Summary of activities performed relevant to the Assignment Membership in Professional Associations and Publications: Language Skills (indicate only languages in which you can work): Adequacy for the Assignment: Detailed Tasks Assigned on Consultant: Reference to Prior Work/Assignments that Best Illustrates Capability to Handle the Assigned Tasks [Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks assigned on the Consultant] Name of assignment or project: Year: Location: Client: Main project features: Position held:

13 Consultant's contact information: ( ., phone ) Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience, and I am available to undertake the assignment in case of an award. I understand that any misstatement or misrepresentation described herein may lead to my disqualification or dismissal by the Client, and/or sanctions by the Bank. {day/month/year} Name of Consultant Signature Date {day/month/year} Name of authorized Signature Date Representative of the Consultant (the same who signs the proposal) 12

14 FORM F-6 Table 1 SCHEDULE OF PRICE BID Hiring a Training Company for the Conducting Training Programs Homestay Owners Group Activity Amount (LKR), excluding VAT Total: Total Amount: (Excluding VAT) In figures... In words Signature (Authorized representative) 13

15 Breakdown of Costs by activity based on F (6) Table Group of Activities (Phase): Cost component Total project cost to train 500 Home Stay Operators as per the given modules within the contract of 1-year period Cost for a smaller group of Western Province Other Provinces Cost per trainee Western Province Recommended size of a group Other Provinces (Minimum 25 Maximum 50 people) Extra charges (if any) please give details Description: Costs Total cost LKR Total cost 14