20 Février 2024 Il y a 9 months
Procurement Number: | MENA2024T01o |
Open Date: | February 8, 2024 |
Questions Deadline: | Rolling |
Closing Deadline: | February 20, 2024 |
Geographical Area Restrictions: | 937 |
Point of Contact: | Patrick Baker pbaker@iri.org |
Background:
The International Republican Institute (IRI) is a nonprofit, nonpartisan, organization dedicated to advancing freedom and democracy worldwide. Since 1983, IRI has worked to develop democratic institutions and ideals, carrying out a variety of international programs to promote freedom, self-government and the rule of law worldwide. IRI provides technical assistance in the areas of political party strengthening, developing civic institutions and open elections, promoting democratic governance and advancing the rule of law.
IRI Tunisia is seeking bids from 4 and 5-star hotels located in Hammamet, Tunis, Sousse, and surrounding areas in Tunisia, for catering and conference services. IRI will only accept bids from bidders who are able to provide all the services required and meet the technical criteria.
Period of Performance:
One year from the date of signature, with the option to extend for a total duration of up to 5 years up in four one-year increments.
Statement of Work:
Interested bidders must present the technical bids outlining the following information: Catering Services
Offerors should provide catering services during events including, but not limited to:
– Buffet coffee break (Coffee, tea, juice, water and cookies)
– Buffet breakfast
– Buffet lunch
– Buffet dinner service
– Set Menu Lunch / Dinner
– Water bottles (unit cost)
Buffet service must be provided with one line per 70 people.
Conference Rooms/Event Spaces
A nonprofit organization dedicated to advancing democracy worldwide
Offerors must have at least one, but preferably more than one, configurable and temperature-controlled conference spaces that accommodate a range of event sizes, illustratively:
– Up to 30 people
– 31-50 people
– 50-100 people
Required Services
As part of the conference room package, Offeror must be able to provide:
– Flipcharts and markers
– Stage
– Podium
– Notebooks
– Pens/pencils
– Tissue boxes
– Audio-visual equipment, to include:
o Stationary microphones (where requested)
o Radio microphones (where requested)
o Speakers (where requested)
o Mixing desk (where requested)
o Projector
o Screen
– High speed internet service for unlimited number of devices
– Air conditioning and a good lighting system
– Extension power cords and trash bins
Technical Bid:
Interested bidders must present the technical bids outlining the following information:
• Bid must include:
– Bids will not exceed 5 pages, Times New Roman 12-point font.
– Full description of conference spaces available, including how they may be configured, preferably with photos or links to a website with photos.
– Materials detailing service options including fix priced meals, buffet options, audio/visual equipment.
– Please include any information about deposits, cancellation policies, legal registration, etc.
– Registered organization.
– Can accommodate at least 2 conference facilities for 1-100 people. – Accepts wire transfers or checks.
– Offers fixed price and buffet meals.
– 24/7 closed circuit security camera system.
– 24/7/365 front desk monitoring.
Bidders must be able to provide the following level of security:
– Constant front desk monitoring of entry into hotel and internal security personnel
– Video surveillance of property and within hotel
– Offeror must agree to use of translation and AV equipment provided by a third party.
– Offeror must agree to use a third-party photographer.
– Offeror must agree to maintain the proposed prices throughout the duration of the agreement (up to 5 years).
– Offeror acknowledges that execution of the contract does not require IRI to utilize the services of the Offeror.
– The Offeror acknowledges that payments will be made for individual orders placed by IRI upon satisfactory completion of each order.
– Bidders agree to accommodate IRI’s request to view the conference facilities in person.
If the Bidder is a U.S. organization/resident, or a foreign organization/resident which has income effectively connected with the conduct of activities in the U.S. or has an office or a place of business or a fiscal paying agent in the U.S., the technical bids must contain Bidder’s Taxpayer Identification Number.
Price information should be presented as a firm-fixed Unit Price for each of the deliverables identified below and in the format of the table below. Pricing must be valid for at least 60 (sixty) calendar days after the due date for proposal submission. The proposed Unit Price should be fixed and inclusive of all costs to perform, including inspection services, transportation, taxes, import duties (if any), and other levies. If there are any additional fees not reflected in the table below, such pricing must be fully described in the bid. Bids must be submitted in Tunisian Dinar (TND) payments under any resulting contract will be made in this currency.
Service/Deliverable | Number of
available rooms |
Price per day
(TND) |
Conference room/event space (up to 30 people) | ||
Conference room/event space (31-50 people) | ||
Conference room/event space (51-100 people) | ||
If rooms have different capacities then detailed above, please modify or add lines as needed. Pricing should be inclusive of conference services (i.e. flip charts, notebooks and podiums). If services/items are provided at a separate cost, bids should list pricing as a separate line item. | ||
Service/Deliverable | Unit | Price (TND) |
Coffee/tea Break Buffet | Per person/
break |
|
Buffet Breakfast | Per person/day | |
Buffet Lunch | Per person/day | |
Buffet Dinner | Per person/day | |
Set Menu Lunch | Per person/day | |
Set Menu Dinner | Per person/day | |
Bottle of Water | Per unit | |
If other catering options are available, please add lines |
Audio equipment | Per day |
Cancellation Policy
The following policies will be included in all contracts with IRI.
“Penalty to IRI will be waived for last minute reduction in size of the group by 10% or for any guest unable to arrive at the last minute due to medical emergencies, any visa problems or other extenuating circumstances, such as sickness or death in the family, et cetera.
Financial penalties to IRI will be waived for a last-minute cancellation or postponement due to force majeure circumstances such as civil disorder/strife; airlines/transportation strike; wars, etc.; terrorists threats or actions; acts of God – such as weather, sandstorm and/or natural disaster; and other unavoidable circumstances that require the cancellation or postponement of the activities in the city or cities where the hotel or hotels is/are located.”
The Offeror must specify their deposit and cancellation policy within the bid. Otherwise, IRI will assume that deposits do not apply, and cancellations can be made at any time without penalty.
IFB Terms and Conditions:
of any system in compliance with the National Defense Authorization Act. Covered telecommunications equipment and services mean any of the following: i. Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities).
iii. Telecommunications or video surveillance services provided by such entities or using such equipment.
Evaluation and Award Process:
IRI intends to make an award to the responsible Bidder based on the following evaluation factors:
Price | 30 |
Evaluation of available conference rooms and their ability to provide the required services based on configuration ability/capacity | 50 |
Ability to provide required catering services | 20 |
Total | 100 |
IRI intends to evaluate bids in accordance with these factors and make an award to the responsible bidder whose proposal is most advantageous to the program.
Submission Instructions:
Bids must be submitted via email to Patrick Baker at pbaker@iri.org with the subject line IFB-MENA2024T01o by the deadline listed above.
IRI Obligations
Issuance of this IFB does not constitute and award commitment on the part of IRI, nor does it commit IRI to pay for costs incurred in the preparation and submission of a quotation.
Notice Listing Contract Clauses Incorporated by Reference
IRI is required to make the contractor subject to the clauses of the prime award. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Where “flow-down” to the contractor is appropriate and applicable, references to “USAID” or ”Department of State” shall be interpreted to mean “IRI”, “Recipient” to mean “Contractor”, and “Subrecipient” to mean “lower-tier subrecipients”. Included by reference are 2 C.F.R. 200 and USAID Standard Provisions for Non-US Non
governmental Organizations/US Department of State Standard Terms and Conditions.
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