Bermuda Tourism Authority (BTA) Request for Proposal (RFP) Visitor Data Card Entry. Date: September 8, 2017

Transcription

1 Bermuda Tourism Authority (BTA) Request for Proposal (RFP) Visitor Data Card Entry Date: September 8,

2 1. INTRODUCTION The Bermuda Tourism Authority (BTA) is seeking the services of a Company that can manage the data entry of all air and yacht visitor arrival cards. The Mission of the Bermuda Tourism Authority is to increase income earned by the Island through tourism and ensure the industry is economically, socially and environmentally sustainable. The BTA actively promotes Bermuda as a year-round destination for independent leisure and group travel. In order to identify opportunities and monitor progress against its objectives, the BTA relies on the above research project for valuable information. The successful Company will have the demonstrated ability to provide the services outlined below, as well as meet other requirements detailed herein. 2. PURPOSE OF THIS DOCUMENT The BTA is seeking proposals from qualified, experienced organizations to provide data entry services for all air and yacht visitor landing cards. This document provides a description of services needed, criteria for evaluation, a timeline for submission and review, instructions for proposal submission and other relevant information. The issuance of this Request for Proposals does not commit BTA to engage or execute a contract with any responding firm. BTA reserves all rights to postpone, discontinue or withdraw the Request for Proposals at any time. 3. DESIGNATED CONTACT PERSON The designated contact person for this RFP is Matthew Howe, Assistant Manager of Research & Business Intelligence: Mhowe@bermudatourism.com 4. COMMUNICATION DURING THE RFP PROCESS All communications related to this RFP are to be in writing and are to be directed only to the Designated Contact Person. Any questions with respect to this RFP should be submitted by to the Designated Contact Person. This person is not required to provide a response to any questions submitted. 2

3 5. SCHEDULE OF KEY DATES RFP issued Deadline to indicate Interest Formal responses received September 8 th 2017 September 15 th 2017 September 29 th CLOSING TIME The Designated Contact Person will send a confirming following receipt of the submitted Proposal. If such confirmation is not received the onus is on the Proponent to resubmit the Proposal, and to follow up for confirmation. Late Proposals will not be accepted. 7. PROPOSAL FORMAT AND DELIVERY 7.1 Preparation of Proposal Please base your proposal on the information supplied and requested Respond fully to each requirement and question Proposals shall be valid for a period of ninety (90) days after date of the proposal Questions and Proposal should be submitted via to the Point-of- Contact. 7.2 Evaluation of Proposal Awards will be subject to the proposal being compliant to the specifications outlined meeting form, fit and function requirements stated or implied in the specifications BTA reserves the right to reject any and all proposals as may be in the best interest of the organization. 8. EXPERIENCE 8.1 Include a profile of your firm describing your experience, staff resources and staff profiles of those you propose to work as part of the BTA data entry project. 8.2 Include your firm s philosophy for customer service and client relationship management. 8.3 Please list the name, contact, telephone number and website address of no less than three (3) other clients you have provided services to. 3

4 9. SPECIFICATIONS OF PROJECT The successful vendor shall be responsible for coordinating the timely scanning and inputting of visitor data card information. The Tourism Authority reserves the right to renegotiate based on the volume of cards; any variance to contract will be by mutual agreement. 1. Data Entry of Visitor Data Cards - the Bermuda Tourism Authority (BTA) is looking for a vendor to provide the data entry of landing cards along with all necessary project management services and quality control checks. a) Scope of this project includes: a) SECURE collection of entry cards from the airport and Ordnance Island Yacht Customs facility one time per week b) Training of data entry personnel on BTA s proprietary system c) Scanning of all data entry cards (using BTA owned scanner and software) d) Data entry must be completed by the 10 th of the following month e) Data entry of specified fields from the entry cards using the VDC software application (single data entry is sufficient) f) The approximate number of cards annually is 250, Example: Low volume month January - 9,000 cards 2. Example: High volume month July - 35,000 cards g) Project Management and Quality Assurance h) The timeframe for the project would be January 1, 2018 to December 31, b) Data entry of the cards would include the following fields: a) Intended address code: private home, hotel, etc. b) Accommodation name 4

5 c) Home address d) address e) opt-in (Y/N) f) Purpose of Visit g) First trip to Bermuda (Y/N) 2. Conduct and Quality Control The vendor shall ensure the highest level of professional conduct is maintained. It is critically important that scanned visitor data is entered as accurately as possible. When the vendor completes monthly data entry, the BTA will spot check the data entered. The vendor is responsible for ensuring accuracy of data entered. The vendor will meet with the BTA quarterly to discuss and review any quality concerns. If corrections to data entry are required, the BTA shall not be billed for the time spent to make corrections. 3. Confidentiality The vendor shall be responsible for the protection of all handled and processed data, and shall ensure that the same is treated in the strictest confidence. 5

6 4. Guideline for proposal Submission When submitting the proposal for the management of the data entry of the Visitor Data Cards, please include the following: a) An overview of the company s background, highlighting distinctive competencies, which will lead to the effective management of this project. b) Written references reflecting the management of data entry. c) Resources; both personnel and systems, which will be assigned/dedicated to this effort. d) A strategic vision for the cost-effective management of the data entry. e) Relevant examples which demonstrate all of the above capabilities. A representative case study may be provided which demonstrates how your company helped a similar business. 5. PROPOSAL PREPARATION COSTS All costs incurred by a Company in the preparation and submission of its Proposal will be the responsibility of the Company. BTA shall not be liable for paying any such costs for whatever reason, including, but not limited to rejection of a Proposal or all Proposals. 6. SAMPLE CONTRACT / AGREEMENT Provide a sample contract or agreement document representative of what would be presented to BTA if selected. 7. CLIENT REFERENCES Provide three current client references that your company has provided comparable Services for. Provide the following information for each reference: Client name Description of services Years of service Contact information (name, title, address and phone number) Key performance indicators and/or measurements 6

7 8. COSTS Provide a detailed description of all costs. 9. OWNERSHIP OF PROPOSALS All Proposals, including any documents submitted to the BTA by a Proponent in connection with a Proposal or pursuant to this RFP, become the property of the BTA and shall not be returned to Proponents. 7