TERMS OF REFERENCE (TOR) for SELECTION OF A SERVICE PROVIDER FOR INBOUND TOUR OPERATORS/TRAVEL AGENT TO HANDLE THE VISIT JOURNALISTS & TEA RELATED DELEGATIONS Introduction Sri Lanka s tea industry dates to 1867, when the commercial production of Tea commenced on Loolcondera Estate, Hewaheta. The tea industry will celebrate its 150th Anniversary in 2017. Today the industry, which directly and indirectly employs some 2 million people, is the country s most important employer. Outsourced facilities and dependent families, as well as the export, broking, shipping, warehousing, packaging, printing, processing and inland transportation sectors are estimated to provide employment for around a further million people. Additionally, tea contributes 15% of the nation s foreign exchange earnings (USD 1.34 billion in 2015) and generates 65% of export-agriculture revenue. Guided by these stakeholders, the Sri Lanka Tea Board has been organizing a series of events to celebrate 150 Years of Ceylon Tea in 2017 so as to utilize this opportunity to promote the industry s heritage and reputation worldwide while also building awareness of the industry s place in society among its stakeholders within the country. These celebrations will be aimed at the following objectives: Rejuvenate the image of Ceylon Tea as a unique beverage locally and internationally. Showcase the variety and diversity of Ceylon Tea and associated value-added products. Provide opportunities for international buyers to identify new business links. Re-establish Ceylon Tea s image internationally. Enhance awareness of the Ceylon Tea Industry amongst local community. With these objectives in mind, the following programme of events is proposed to be conducted during 2017. 1. Educational Fairs in Regions: March to September 2017 2. Publications on 150 years of Ceylon Tea - 20 th July 2017 3. Charity Tea Auction: 20 July 2017 4. Global Tea Party: 6 th July 2017 5. FAO/IGG Inter Session: 12 th & 13 th August 2017 6. International Tea Convention: BMICH 9 th to 11 th August 2017 7. CRT (Coconut, Rubber & Tea) Exhibition: BMICH 11 th to 13 th August 2017 8. International Tea Festival : 12 th August 2017 9. Issue First Day Cover and Coin marking 150 Years of the Tea Industry 10. Tea Awards / Forums As part of Global Campaign and 150 years for Ceylon Tea, it was proposed to invite identified media personalities, representatives of Tea Associations, Tea sector related professionals, etc from target markets to Sri Lanka and meet Tea Industry stakeholders, visit tea growing areas, witness manufacturing process and also to communicate the attributes of Ceylon Tea. After obtaining the first-hand experience it is intended that these persons would promote Ceylon Tea to target groups in major markets via the print, electronic and digital media. Expected Services from Inbound Tour Operator To provide local ground transport facilities to foreign delegates, including airport greeting and transfer. To provide domestic air transport facilities.
To assist SLTB in reservation of air travel to delegates from any worldwide destination (purchasing air tickets and cost will be borne by SLTB or delegate). To arrange and provide the hotel accommodation To provide translators (if necessary) To obtain relevant permits / tickets from relevant authorities regarding visit areas. To be responsible for overall welfare of the delegation. However, the services of a guide will NOT be required (guide will be provided by SLTB). Eligibility Criteria and Qualification The Bidder must have at least 7 years experience in Inbound Tour Operator. The Bidder should have turnover exceeding Rs. 30 million per annum in each of the last 3 years and should have a fully-fledged office in Sri Lanka. Added Advantages Bidders that have won recognition through local and international awards and with proven human talent for Inbound Tour handling will have an advantage. Bidders that have reputed hotel chain or subsidiary of the hotel chain covering,,, Badulla districts and (tea growing areas) will be added advantage. At least 03 delegations handled related to Tea Sector. Required Information should attach following documents. 1. Copy of the company profile and copy of the Business Registration 2. Documentary evidence of previous experience in relevant activities 3. Brief biographies of the Key staff who will be involved in the assignment 4. Audited accounts of the last 3 years (2014, 2015, 2016) 5. Concept and Proposal prepared based on the TOR given and rate d for each and every item Guideline to fill the Price Schedule Mandatory Four Requirements (Formats) will need to be completed by the Inbound Tour Operator as per the supplied formats. Format 1- Per Delegate Rate. (Annexure I) Format 2- Package for 5 to 10 members delegation handling (Annexure II) Format 3- Package for 11 to 20 members delegation handling (Annexure III) Format 4 Package for more than 20 members delegation handling (Annexure IV) The Inbound Tour Operator will be selected under experience and cost based selection (QCBS) method and procedures describe in this Bid Document in accordance with the policies described in the latest version of the selection of Service Provider published by National Procurement Agency. Optional Tour Plans Option I Tentative Programme (7 th -13 th August) 7D/6N Day Description Night Stay 1 Arrival 2 Tea Auction/ Tea Board/ Welcome cocktail at Tea Convention
3 Tea Convention Opening/ Tea House /Sri Dalada Maligawa 4 Ceylon Tea Museum / First Tea Land & James Taylor Nuwara Eliya Monument/Tea Factory 5 Tea Research Institute / Instant Tea Plant/Return to /Beach Party 6 Tea Expo / Conclusion Meeting at BMICH/Tea Festival 7 Departure Option 2 Tentative Programme - 8D/7N Day Description Night Stay 1 Arrival/ Beach Party 2 CRT Exhibition/ City Tour / Tea Festival 3 Ceylon Tea Museum / Tea House /Sri Dalada Maligawa (Fly from to via Seaplane) 4 First Tea Land & James Taylor Monument / Up country Tea Nuwara Eliya Factory 5 Instant Tea Plant (Hayley s)/tea Research Institute (Travel from Thalawakele to Bandarawela via Train) Ella 6 Travel to or / Visit monuments in or a day at (Travel via helicopter ) /Sigiri ya 7 Return to 8 Conclusion Meeting at SLTB / Departure Important Considerations Sri Lanka Tea Board is a government institution that comes under the Ministry of Plantation Industries. It is paramount that the agency makes special commitment to understand the working culture and demonstrate to a larger extent flexibility, high level of enthusiasm and motivation, thus assist Sri Lanka Tea Board to fulfill administrative procedures (related to the Hospitality work) in the public sector. Hotel should demonstrate the interest and motivation to serve the national brand Ceylon Tea with Lion logo and packed at origin while they should not only consider mere financial gains. Note that the items listed in the eligibility criteria may increase or decrease depending on the requirement of Sri Lanka Tea Board
Format 1 - Rate Card - Per Delegate 01 Transport (A/C) city per Day) Sea Plane From to one way By Air From Ella to From Ella to 5 Star 4 Star 3 Star Unit Price
Format 2 - Rate Card for 5 to 10 members Delegation handling 01 Transport (A/C) city Per Day) Sea Plane From to one way tour By Air From Ella to From Ella to 5 Star 4 Star 3 Star Unit Price
Format 3 - Rate Card for 11 to 20 members Delegation handling 01 Transport (A/C) city Per Day) Sea Plane From to one way tour By Air From Ella to From Ella to 5 Star 4 Star 3 Star Unit Price
Format 4 - Rate Card for more than 20 members Delegation handling 01 Transport (A/C) city Per Day) Sea Plane From to one way tour By Air From Ella to From Ella to 5 Star Pollonnaruwa 4 Star Pollonnaruwa 3 Star Pollonnaruwa Unit Price