REQUEST FOR PROPOSAL

Exhibition Design and Manufacturing Company

ISSUED ON NOVEMBER 16th, 2020.

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REQUEST FOR PROPOSAL

CONTEST BY INVITATION NO. 05-2020

EXHIBITION DESIGN AND MANUFACTURING COMPANY

Specifications and Conditions for contracting the services of design, configuration,

manufacture of facilities, assembly and disassembly of stands, stand logistical support staff,

facilitation of activations, fair services and payment of physical space, according to technical

specifications for the representation of the Republic of Panama in international fairs to be

held from April to May 2021 in the following cities:

A. São Paulo, BRAZIL

B. Miami, USA

C. Madrid Spain

D. Frankfurt, GERMANY

E. San Jose Costa Rica

F. Mexico City, MEXICO

This contracting process is carried out in accordance with the provisions of paragraph 1 of

article 20 of Law 9 of March 14, 2017 and paragraph 1 of article 20 of Executive Decree No.

20 of February 5, 2019.

That through Law No. 9 of March 14, 2017, Fondo de Promoción Turística is created, with

the objective of financing the international promotion of the country as a tourist destination,

to improve the tourism activity of the Republic of Panama through all the means and

strategies that are required;

That numeral 9 of Article 3 of Law No. 9 of March 14, 2017, establishes that the resources

of the Fund will be used exclusively to program, execute and pay for all the fairs pre-

approved by the Board of Directors.

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INTRODUCTION

Fondo de Promoción Turística, hereinafter PROMTUR Panama, is the official Destination

Marketing Organization (DMO) of Panama. It is a recently established non-profit

organization responsible for the international marketing, merchandising and promotion of

the destination. The DMO works hand in hand with the Panama Tourism Authority (ATP),

the responsible government authority, among other functions, of all tourism development

and promotion.

The Sales and Services Department of PROMTUR Panama defines destination participation

in international fairs as a strategic action aimed at stimulating demand from the most

important segments of the country's tourism industry: leisure or vacation segment and the

segment of meetings and events. This strategy aims to highlight the differentiating features

that increase the competitiveness of the destination and position the country in the priority

destinations defined in the Master Plan for Sustainable Tourism.

Tourism fairs are public / private events, and their primary purpose is the exhibition, display

and dissemination of the supply of goods and services in the tourism sector, to contribute to

their knowledge and marketing. It also covers issues related to the product, promotion,

marketing, quality, and innovation, resulting in the consolidation and growth of the country's

tourism activity.

As part of the PROMTUR Panama Business Plan, there is participation in general and

specialized international fairs. The general fairs serve the objective of publicizing Panama,

allowing the exhibition of products and the positioning of the tourist brand, while the

specialized ones focus their attention on a sector or subsector, allowing the achievement of

objectives with greater speed and efficiency.

For this reason, PROMTUR PANAMA begins the process of selecting an exhibition design

and manufacturing company to develop the representation of the country at international

fairs.

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GENERAL OBJECTIVES

Through Panama's participation in international fairs, PROMTUR PANAMÁ seeks to

achieve the following objectives:

1. A better known Panama

a. Position Panama in the target markets and in accordance with the

Sustainable Tourism Master Plan through Promotion and Marketing as a

tourist destination in specialized and general International Fairs in leisure and

vacation tourism and in tourism for congresses, conventions and travel

incentives (MICE), highlighting the tourist attractions and products that

Panama offers to the international market.

i. Position Panama as the ideal destination for the meetings segment

(MICE) by participating in fairs focused on this niche and showing the

offer of accommodation, convention centers, activities and tourist

attractions available in the country.

ii. Position Panama as an ideal destination for the vacation segment by

participating in fairs focused on this niche, where the tourist

attractions of Panama must be demonstrated based on the three

heritage routes of the PMTS: Cultural, Green and Blue.

2. A more competitive Panama

a. Facilitate the participation of the private tourism sector with the appropriate

space and stand for the promotion and sale of tourist packages for the

Panama destination.

b. Strengthen the image of the country and be recognized as a world-class

tourist destination thanks to the extraordinary richness and diversity of its

natural and cultural heritage and the quality of its services and increase the

continuous flow of tourists to the country.

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PROJECT APPROACH

The exhibition design and manufacturing company must be able to understand the required

final product and work on its development, managing to generate interest in the target

audience through the use of creativity, innovation and quality; through visual and interactive

content. For the effective development of the requested services, each of the parameters is

explained below:

1. Creativity:

a. General Aspect: Innovative proposal that manages to communicate the

vision of Tourism that is defined in the Master Plan for Sustainable Tourism

of Panama 2020 - 2025 as: “To be recognized as a world-class sustainable

tourism destination, thanks to the extraordinary richness and diversity of its

natural and cultural heritage, and the quality of its services ”.

b. Symbolic Aspect: Relationship (communication - visualization) between the

stand and the products and / or services offered. To achieve the effective

effect or impact of the message that the Stand design wishes to convey

(communicate). Integration of the Architecture with the equipment-exhibitors.

c. Visual Aspect: Using visual and systematic strategies to represent the

identity of Panama. The design should be inspired by our heritage routes:

Green Route, Blue Route and Cultural Route.

d. Artistic Appearance: creative use of the cultural aspects of Panama,

through the interaction and interpretation of dances, music, gastronomy,

cultural and traditional activities of the country.

2. Innovation:

a. Technological Aspect:

- Use technology as an innovative and attractive communication and

promotion tool to capture the attention of the participants and

sensitize the audience about the Panama destination.

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- Pay particular attention to the overall audio and lighting experience to

minimize the impact of noise and ensure the best user experience.

- Provision of WIFI connection for exhibitors and staff of Fondo de

Promoción Turística.

3. Quality:

a. Dimensions Aspect: Efficient management of spaces for the different

tourist products, which will be positioned in the different markets.

b. Functional Appearance: Accesses, routes. Immediate identification of

access, route circuit.

c. Experience Aspect:

- The booth should include: coffee stations, information desks, as well

as two rooms for private VIP meetings, a central stage to host high-

profile and social events. In addition to: relaxation areas and / or

Internet corners / networking area.

- To maintain the "entertainment" element, the booth is required to be

equipped with visually appealing displays and on-site photographs

and photo-booths;

- To maintain the element of "participation", the booth is required to

be well managed, kept uncluttered and have a smooth transmission

of visual and interactive content.

- To maintain the "education" element, it is required that interesting,

accurate and educational data, statistics, maps and timelines are

displayed, and that USBs containing informational brochures and

relevant content are distributed.

- Accessibility: Satisfactory architectural solutions to physical barriers

for the disabled.

d. Respect for the Environment: NO aggression to the environment, use of

recycled materials and carefulness in energy consumption.

e. Compliance with biosafety protocols within the stand.

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4. Additional Services

a. General cleaning of the stand, before, during and after the Fair.

b. Transportation and organization of promotional material previously provided

by the FPT.

c. Attention and support staff during the five days of the Fair.

d. Fair services payment (Electricity, Permits, Insurance, Canon)

e. Artwork selected by FPT.

f. Water Station.

g. Processing of assembly and disassembly permits.

h. Request and payment of electricity supply.

i. Transportation and general logistics.

SCOPE OF THE PROJECT

This request for proposal is addressed to companies offering: design services,

configuration, manufacture of facilities, assembly and disassembly of stands, stand logistic

support staff, development and execution of experiences during fairs, payment of twenty

(20) additional badges requested by the PROMTUR Panama team, print / purchase of

promotional material and transportation thereof. Fair services and payment of physical

space, for the representation of the Republic of Panama in international tourism fairs to be

held from February to June 2021 according to the specifications detailed below:

Budget: USD. 740,000.00 (Seven Hundred Forty Thousand dollars with 00/100).

1. Leisure WTM Latin America Tourism Fair, from April 6 to 8, 2021, in the City of

Sao Paulo, Brazil.

a. Approved physical space: 100m2

b. Tourist products that stand out: shopping, Panama Canal, sun and beach,

adventure and nightlife.

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2. SeaTrade Cruise Global Fair, May 12-15, 2021, in the City of Miami, United

States.

a. Approved physical space: 54m2

b. Tourist products that stand out: Nautical tourism; adventure and nature, city

and nightlife; local gastronomy.

3. Leisure Tourism Fair FITUR, from May 19 to 23, 2021, in the City of Madrid,

Spain

a. Approved physical space: 150m2

b. Tourist products that stand out: nature, culture, adventure and ethnic groups.

4. IMEX Frankfurt Incentive Fair, May 25-27, 2021, in the City of Frankfurt,

Germany.

a. Approved physical space: 120m2

b. Tourist products that stand out: convention center, Panama Canal, history,

culture and local gastronomy.

5. Leisure Tourism Fair EXPOTUR, from May 14 to 15, 2021, in the City of San

José, Costa Rica.

a. Approved physical space: 48m2

b. Tourist products that stand out: shopping, Panama Canal, sun and beach,

adventure and nightlife.

6. IBTM Americas Fair, from May 19 to 20, 2020, in Mexico City, Mexico.

a. Approved physical space: 54m2

b. Tourist products that stand out: convention center, Panama Canal, history,

culture and local gastronomy.

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CRITERIA FOR THE SELECTION OF THE COMPANY

Agencies are encouraged to submit proposals that show their style, expertise and approach;

however, proposals must include the following information:

1. Experience in the travel and tourism industry: Industry knowledge of tourism,

proven track record with Destination Marketing Organizations (OMD) or Government

Tourism Offices.

2. Expertise in the development of stands and trend know-how for Fairs related to

the travel and tourism industry, aligned with the positioning of the tourism brand.

(Present stand designs that have implemented, putting in context the positioning of

the brand and main pillars to be highlighted- including experiences and activations

carried out).

3. Leadership and execution of creative thinking: Disruptive and innovative ideas

and creative concepts with the ability to execute them on time, on budget.

The company must have at least 5 years of experience, demonstrated in the

consistent management of a brand, following its guidelines and achieving a

memorable implementation that ensures the best exposure and visibility of the brand

even from a distance.

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THE TIMETABLE OF THE PROJECT

DATE TIME

RFP Publication November 16, 2020

Sending questions to PROMTUR PANAMÁ November 18, 2020 3 PM EST

Answers to published questions November 20, 2020 5 PM EST

Proposal delivery (digital and Physical) November 23, 2020 5 PM EST

Evaluation Board Presentation November 25, 2020

Review of References November 25, 2020

Final Recommendation to the Board November 27, 2020

Notification of intention to award contract, negotiations November 30, 2020

The attached timetable can be modified at any time at the discretion of Fondo de Promoción

Turística. FPT reserves the right to reject any or all proposals, or any part of them; decline

informality in the proposals and accept the proposal that best meets the needs of the

Panama Tourism Promotion Fund.

NOTE: Bidders may contact Fondo de Promoción Turística (FPT) for any clarification

regarding the terms of reference up to 1 day before the proposal delivery date, through the

following email address sales@visitpanama.com, the email should be addressed to Eugenia

Powell. Questions and answers will be shared with all participants.

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REQUIREMENTS TO PARTICIPATE IN THE SELECTION PROCESS

Proposals must detail each of the exposed elements.

The costs to develop the proposals are the sole responsibility of the proponent and not of

PROMTUR PANAMÁ.

We encourage each of the participating companies to comply with each of the following

requirements and established steps:

1. Participating companies must be specialists in the design and construction of

exhibitions and the like.

2. Be aligned with the selection criteria mentioned.

3. The company must possess and sustain economic and / or credit solvency to meet

the budget.

4. To accredit proven experience, bidders must present previous contracts and the

respective letters of acceptance from their clients, or any mechanism through which

experience can be demonstrated.

5. Precise indication of previous experience in the development of creative stands for

tourist destinations or DMOs (Destination Marketing Organizations).

6. Client Portfolio and success stories related to the services requested in this

document.

7. Order for submission of proposal

a. Company overview

i. Company Information (including affiliates)

ii. Provide a description of the nature of the organization's services and

activities.

iii. Include when the business was established and a brief history.

iv. Indicate the locations of the offices from which the main work of this

contract would be performed.

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v. Provide what percentage of the company's business is related to

tourism.

b. Proposal by fair that includes:

i. General concept

ii. Work methodology

iii. Photos - Work done

iv. Visual content - Work done

v. Artistic content- Work done

vi. Budget

vii. Billing and payment process

c. Experience of personnel in charge of the proposal and its development

d. Legal requirements

8. Contract period: From the moment the contract is signed until May 31, 2021.

9. Format: The proposal must be delivered in a sealed envelope in one original and

two copies and digital format in USB.

10. Place of delivery: Fondo de Promoción Turística, located on Avenida Balboa, Calle

Aquilino de la Guardia, Torre Bicsa Financial Center, floor # 30 Office 3009.

LEGAL REQUIREMENTS

A. The following legal requirements must be submitted with the proposal

1. Offer or proposal of the proposer must be duly signed, and it must contain the details

of the service, term or periods, amount and the ITBMS breakdown

2. Notice of Operations.

3. Bank reference letter with six figures tall.

4. ID / passport of the person or the Legal Representative.

5. If it is a legal person, a certificate from the Public Registry or equivalent.

6. Certificate of Good Standing debts from the General Directorate of Income.

7. Certificate of Good Standing debts from the Social Security Fund.

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8. Conflict of Interest: clearly identify any relationship with the client that could be

considered a conflict of interest.

9. Three business reference letters from current and former clients in the last three

years.

10. Provide financial statements as evidence of financial stability. The agency must

document sufficient financial resources necessary to perform all services associated

with this contract.

11. Sworn statement of legal representation, the President of the company or any other

member of the Board of Directors in charge of representing the shareholders to sign

the contract. The document must be authenticated by a Public Notary.

12. Affidavit of Retaliatory Measures authenticated by a Public Notary.

13. Performance Bond by a national insurer of 20% of the total Contract. (Which must

be presented by the selected Contractor at the time of signing the Contract).

IMPORTANT NOTES:

● The costs to be detailed in this proposal refer to the value of its services, including

the payment to third parties for the concepts of physical space at each International

Fair contained in these Bidding Terms and Conditions.

● The Contracting Entity undertakes to pay the sums after each fair against the invoice

presentation and the approval of the same by the Entity.

Payments will be made no later than one hundred twenty (120) days after the invoice

presentation by the company and its acceptance by Fondo de Promoción Turística.

● If an advance payment is required, a maximum amount of up to 20% of the total

contract may be advanced, as long as the contractor presents an Advance Payment

Bond by a national insurer to guarantee the reimbursement of this sum of money as

an advance to the contractor.

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B. Proposal of Consortium or Accidental Associations

Two or more people can present the same proposal together, for the celebration and

execution of a contract, responding jointly and severally to each of the obligations derived

from the proposal and the contract. Therefore, the actions, facts and omissions that arise in

the development of the proposal and the contract will affect all the members of the

consortium or accidental association.

The members of the consortium or accidental association must designate the person who,

for all purposes, will represent them and indicate the basic conditions that will govern their

relationships. The terms, conditions and scope of participation of the members of a

consortium or accidental association in the presentation of their proposal or performance of

the contract cannot be modified without the prior consent of the contracting entity.

C. Acceptance of the Tender Documents

The proponent must declare in his proposal that he accepts without restrictions or objections

all the content of the tender documents.

If, at the time of the technical evaluation of the offers, the lack of technical documentation

that supports the proposal is observed, it cannot be corrected.

D. Rejection of Proposal

PROMTUR Panama reserves the right to reject any or all of the proposals received and the

right to choose one of the proposals received for the execution of a contract.

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CONTACTO C I U DA D D E PA NA M Á

C A L L E AQ U I L I N O D E L A G UA R D I A

TO R R E B I C S A F I NA N C I A L C E N T E R

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O F I C I NA 3 0 0 9