URBAN DEVELOPMENT CORPORATION INFORMATION MEMORANDUM GREEN GROTTO CAVES VIDEO AND PHOTOGRAPHY November 15, 2015 Urban Development Corporation 12 Ocean Boulevard Kingston 1
TABLE OF CONTENTS Request for Proposal 3 General Information 5 Requirements of the Concessionaire 5 Cost of Submitting Proposal 5 Site Visit (s) 5 Proposed Template for Proposal 6 Oral Presentation 7 General Terms and Conditions 7 Conflict of Interest 7 Modification and Withdrawal of Proposals 10 Evaluation of Proposals 10 2
1.0 REQUEST FOR PROPOSAL The Urban Development Corporation (UDC) is seeking a concessionaire to provide Video and Photography Services at the Corporation s owned and operated Green Grotto Caves (GGC) property in St. Ann. The GGC property is 64 acres and is located on the Main Road in Discovery Bay. The attraction which is opened every day, from 9:00 am 4:00 pm, currently offers a forty five minutes tour of two caves. An average of one hundred and fifty (150) guests visit the property per day, approximately 4000 per month. The GGC tour is sold on major Cruise Lines and visitors to the attraction include school groups, cruise ship passengers and walk in guests. The concessionaire will be required to photograph and video record the various moments and experiences of guests, on request, as they tour the GGC and Attraction. All proposals submitted should provide a clear indication of: A summary of the business concept for the provision of video and photography services. Photographs and video should be made available to the visitors for sale as a souvenir commemorating their visit. These photos should be printed and attractively packaged on site and ready by the time the guest is ready to leave. A monetary offer for the right to operate this business and/or a revenue sharing arrangement. Offers of a monthly fee less than US$700.00 will not be considered. The sum offered will be ranked in keeping with the Evaluation Criteria at Section 11.0. The monetary offer should be for a specific dollar value and Not an indicative range. The cost of the services provided by the concessionaire will be additional to the amount visitors pay to enter the GGC and Attraction in order to access the property. Evidence of ability to finance and sustain the operations of the proposed business. Timeline for the proposed business to become operational Prior experience in similar business The contract to operate the concessionaire will be for a minimum of one (1) year, in the first instance. Interested investors are invited to submit detailed offers in accordance with the stipulated procedures, contained herein. 3
Proposals in response to this invitation must be submitted no later than Tuesday, December 8, 2015 by or before 3:00p.m. Sealed and labeled proposals must be deposited in the Tender Box labeled Request for Proposals, Video and Photography, Green Grotto Caves Attraction located on the ground floor of the Office Center Building, 12 Ocean Boulevard by the deadline for the submission of proposals. Any Proposal received by the UDC after the prescribed deadline for the submission of proposals will not be accepted. The point of contact for information and for the submission of proposals regarding this Request for Proposal is: The Strategic Sourcing and Procurement Department Urban Development Corporation 12 Ocean Boulevard Kingston Tel: E-Mail: mrichards@udcja.com; rmbrown@udcja.com Any proponent, who is in any doubt as to the exact meaning or interpretation of any part of the request for proposal document should immediately seek clarification in writing from the Strategic Sourcing & Procurement Department, Urban Development Corporation, Office Centre Building, 12 Ocean Boulevard, Kingston, Jamaica. mrichards@udcja.com or rmbrown@udcja.com All E-Mails should be directed to 4
2.0 GENERAL INFORMATION The facility has electricity, potable water, bathrooms (male, female, physically challenged), a small office, kitchen, a well-manicured lawn to accommodate seating with garden area for relaxation. Parking is in the main car park on the property. 3.0 REQUIREMENTS OF THE CONCESSIONAIRE The concessionaire will be required to photograph and video record the various moments and experiences of guests as they traverse the Green Grotto Caves and Attraction. The concessionaire will be required to set up a kiosk as a base from which to operate. 4.0 COST OF SUBMITTING PROPOSAL The proponent shall bear all costs associated with the preparation and submission of its proposal and the UDC will in no case be responsible or liable for those costs, regardless of the outcome of the selection process. The cost of preparing the Proposal or providing additional information is the sole responsibility of the Proponent(s). UDC will pay no brokerage fee or other similar fees to any proponents or their agents. 5.0 SITE VISIT(S) The proponent investor is advised to visit and examine the site to obtain for himself/herself all information that may be necessary for preparing the proposal and entering into an agreement with the UDC. The costs of visiting the site shall be at the proponent's own expense. Arrangements are to be made with St. Ann Development Company (SADCO) regarding an appointed time for the site visit and a guided tour. A site visit is being accommodated on December 1, 2015. An appointment must also be made through the offices of SADCO, at phone number 876-656-8446. The proponents and any of their personnel or agents will be granted permission by the UDC to enter upon its premises and lands for the purpose of such inspection, but only upon express condition that the proponent, its personnel or agents, will release and indemnify the UDC and its personnel or agents from and against all liability in respect of personal injury, loss of or damage to property and any other loss, damage, costs and expenses however caused. 5
6.0 PROPOSED TEMPLATE FOR PROPOSALS The format of proposals should generally following the format below. Overview I. Name, Address and Contact Information a. Of the firm or individual responding to the RFP. II. Firm Overview a. Provide a brief description of the organization, year established, types of business conducted and particulars of the directors and shareholders (including Tax Payer Registration Number for each and a copy of the Company s Registration Certificate) III. Experience a. Provide a list of relevant similar business ventures. IV. References a. For business venture listed above provide a contact person and information such as a telephone number, email address, etc. V. Financial Information a. Provide documentation (audited financial statements, credit reference, bank statement, etc.) indicating an ability to finance the proposed business. Project Proposal I. Project Description a. Provide a detailed description of the proposed business. II. Project Rationale & Strategy a. Provide information supporting the feasibility and marketability of the business. III. Development Team a. Provide information on the skill sets, qualifications, and background of all members expected to participate in the execution of the business. IV. Preliminary Financial Analysis a. Provide estimated development cost and anticipated financing. V. Project Timeline a. Provide an estimated time to implement the various elements of the business including the beginning of operations. 7.0 ORAL PRESENTATION 6
At the sole discretion of the UDC, proponents may be asked to present their business proposals orally and/or provide clarification regarding their proposals. The time, date and location of these presentations will be determined after the Closing Date of the Request for Proposals and UDC's initial review of Proposals. 8.0 GENERAL TERMS AND CONDITIONS UDC reserves the right to: Disqualify a Proponent in the event that, in the sole discretion of UDC, its Proposal does not contain sufficient information to permit a thorough analysis; Verify the validity of the information supplied and to reject any Proposal where the contents appear to be incorrect or inaccurate in UDC's estimation; Accept Proposals in whole or in part; In its sole discretion, cancel this Request for Proposal without award or compensation to Proponents, their officers, directors, employees or agents; Reject any or all Proposals; Accept the Proposal(s) which is most responsive to the established evaluation criteria The Proponents assume all responsibility for complying with all applicable laws and regulations. The Proponents are also responsible for obtaining all permits required by law or local authorities, though the UDC is prepared to assist in this process. 9.0 CONFLICT OF INTEREST All personnel involved in the procurement process are expected to observe the GOJ Code of Conduct for Civil Servants outlined in the Staff Orders. They are expected to be free from interests or relationships that are actually or potentially detrimental to the best interests of the Government, and shall not engage or participate in any transaction involving a company, its affiliates, divisions or subsidiaries, in which they have even minor interests. 9.1 Declaration 7
Any employee involved in the procurement process, who has entered into, or is about to enter into a financial or other business relationship that might involve a conflict of interest, must immediately inform their supervisors in writing of the circumstances involved. This information is to be reviewed at an appropriate level and a decision taken as to whether there is a conflict of interest, and if so, what course of action is to be adopted. It is the duty of all staff and any other Public Officers and officials directly or indirectly involved in the procurement process - especially in the preparation of bidding documents; evaluation; contract negotiations; contract management; and payments - to declare any potential conflicts of interest. A conflict of interest will arise when the individual has a direct or indirect relationship with a contractor, which may affect or might reasonably be deemed by others, to affect impartiality on any matter related to his/her duties. A conflict of interest exists when GOJ employees involved in the procurement process: (a) have an outside interest that materially encroaches on time or attention that should be devoted to the affairs of GOJ; (b) have a direct or indirect interest in, or relationship with an outsider that is inherently unethical, or who it might be implied or construed could make possible personal gain due to his/her ability to influence dealings or otherwise inhibit the impartiality of the employee s judgment; (c) are directors/owners/shareholders in a company incorporated either locally or overseas, which is bidding on a GOJ contract (this excludes persons holding shares bought on public offer); (d) take personal advantage of an opportunity that properly belongs to GOJ; (e) use GOJ property without approval; and 8
(f) disclose GOJ trade secrets or any other proprietary information to unauthorized persons. A Public Officer shall declare any relationship with a Bidder, contractor or consultant and shall take no part in either the decision-making process or the implementation of any contract where such a relationship exists. A personal relationship is defined as consanguinity or affinity. Disclosure may be made in writing or verbally, in the context of a meeting. However, having made the disclosure, the individual shall not sit in the meeting while deliberations on the issue are being conducted. 10.0 MODIFICATION AND WITHDRAWAL OF PROPOSALS The proponent may modify or withdraw their proposal after submission provided that written notice of the modification or withdrawal is received by the UDC prior to the prescribed deadline for submission of proposals. The proponent's modification or withdrawal notice shall be prepared, sealed, marked and dispatched as for proposal submission. 11.0 EVALUATION OF PROPOSALS 11.1 Selection Criteria Each Proposal will be evaluated based on the information provided with respect to: The summary of the concept for the business The timeframe for the start-up of the business The sum and/or revenue sharing arrangement offered for the right to operate this business at Green Grotto Caves The evidence provided indicating the applicant's ability to operate this business In assessing the proposals submitted, the UDC also will give consideration to the following: I. Completeness of Proposal a. The thoroughness of the proposal in addressing the requested submission criteria 9
II. Capability and Track Record of the Investor a. Demonstrated ability to implement this business from concept to operational phase. The minimum score to qualify to be shortlisted is 70. The total score will be as a result of summing all points and the entity or person with the highest score will be recommended to the UDC Board. Applicants must score at least 50% in the following criteria to go forward for consideration: Sum offered to UDC for the Investment Evidence of Ability to Finance Proposal Proponent s Capacity and Track Record Proponents who are shortlisted will be ranked from the highest to the lowest score and the UDC will, subject to the approval of the Board of Directors, initiate negotiation, if necessary, with the individual or entity with the highest score. If the UDC fails to arrive at an agreement with this proponent, the next proponent in the rank will be chosen for negotiations. The final step in the approval process requires the approval of the Minister with responsibility for the UDC. Successful negotiation and receipt of the relevant approvals will culminate in the award of a contract/agreement 11.2 Evaluation Criteria Evaluation Criteria Completeness of Proposal (Proposal/documentation submitted is consistent with Proposed Template at Section 3.1 of the Request for Proposal) Score Submission contains adequate, accurate and verifiable information to allow for thorough analysis Submission contains moderate, accurate and verifiable information to allow for thorough analysis 7-10 5 6 Submission is inadequate and does not allow for thorough analysis 0 Maximum Score 10 Summary of the business proposal/concept (Compatibility with the General Requirements contained herein). Operator must provide Public liability insurance ) Compatible 10 10
Evaluation Criteria Score Incompatible 0 Maximum Score 10 Sum offered to UDC for the investment 40 (highest) 35 30 25 20 15 (Minimum) Maximum Score 40 Projected Timeline for implementation 1 3 months 4 6 months Over 6 months 5 2 0 Maximum Score 5 Evidence of ability to Finance Proposal Audited Financial statements notarized by qualified accountant confirming sufficient liquidity to support proposal Unaudited Financial statements notarized by qualified accountant confirming sufficient liquidity to support proposal Letter of Intent from a reputable financial institution Bank statement or credit reference None of the above 20 15 10 5 0 Maximum Score 20 Proponent's Capacity and Track Record Over 10 years relevant experience 5-10 years relevant experience Under 5 years relevant experience No Experience Maximum Score 15 Overall Maximum Score 100 15 10 7 0 11