IFES оголошує конкурс на готельні послуги в Києві

IFES is a non-profit, non-partisan international organization. As the global leader in democracy promotion, IFES advances good governance and democratic rights by providing technical assistance to election officials; empowering the underrepresented to participate in the political process; and applying field-based research to improve the electoral cycle. Since 1987, IFES has worked in over 145 countries, from developing democracies to mature democracies.

Since 1994, IFES has played a significant role in promoting electoral, administrative and legal reform in Ukraine. In cooperation with partners in Ukrainian civil society and the Central Election Commission (CEC), IFES is working to foster dialogue on electoral reform, build the capacity of local NGOs, institutionalize best practices in training election officials and ensure more equal representation in the electoral process for disadvantaged populations, especially women, representatives of national minorities and persons with disabilities.

IFES Ukraine requires a five-star hotel in Kyiv downtown, Ukraine, for the longing of IFES Ukraine guests. The relevant requirements for accommodation, internet access, security, other operations, and performance requirements are indicated in the tables below.

GENERAL REQUIREMENTS

Prospective contractors must adhere to the following when preparing their quotations:

1. Prospective contractor must be legally registered under the laws of the country and possess all licenses, permits and government approvals necessary for the performance of the work.
2. If a government, its agents, or agencies, have an ownership or managerial interest in the company, the prospective contractor must indicate this when submitting its offer. Failure to do so will result in the prospective contractor’s offer being removed from consideration.
3. No subcontracting is allowed under this solicitation.
4. Responses should be in the English language.

THE LIST OF REQUIRED DOCUMENTS

Prospective contractors must submit the following documents:

1. A contact name, email address, and telephone number to facilitate communication between IFES Ukraine and the prospective contractor (in Word or PDF format).
2. General information about the company’s history and experience (in Word or PDF format), including:

• Full legal name and address of the company or individual;
• Corporate and tax registration documents;
• Full name of the legal representative (president or managing director) of the company (not applicable for individuals);
• Name of any individuals or entities that own 50% of more of the company; and
• Year the business was started or established;
• A detailed description of past experiences providing similar services to international NGOs.

3. A quotation for the below-listed services on a unit price basis, which should contain detailed costs in USD with all applicable taxes/charges clearly identified, provided against each of the categories of services described in this request. All payments will be made in UAH based on the USD-UAH exchange rate established by the National Bank of Ukraine on the day of the invoice. Also, quotations should include a reservation, no-show, and cancellation policy for lodging.
4. Names, addresses, and telephone numbers of three business references, and approval to contact the listed references. IFES reserves the right to request and check additional references.

LOCATION

Please provide the location of your hotel(s) in Kyiv within the table below:

DESCRIPTION OF SERVICES

IFES seeks to establish a one-year agreement with a five-star hotel in Kyiv Downtown to provide lodging services on a recurring basis over 12 months period. Each room shall be equipped with but not limited to:

• An independent heating and air-conditioning system
• Free wireless (Wi-Fi) high speed Internet
• Writing desk
• Plasma TV
• Comfortable bed(s)
• In-room safe
• Bathroom with tub and/or shower

In your quotes, please provide pricing for lodging as described in the below tables without VAT.

Pricing for Lodging and Banquet

Notes:

Lodging prices quoted, including applicable taxes and charges, must be within the U.S. government maximum approved rate in the DSSR (USAID and U.S. Embassy rate).

Please indicate the number of accessible rooms for persons with disabilities and confirm if the price quoted above is applicable.

Bidders need to state check-in and check-out times and the availability of late check-out and early check-in. Bidders also need to specify associated costs, if any.

If lodging rates are seasonal, please include a breakdown of the rates for rooms during high and low seasons or dry and rainy seasons.

The bidders must provide the location of the hotel(s) in Kyiv.

FACILITIY REQUIREMENTS:

Requirements for the shelter:

Protective civil defense structures (hereinafter referred to as protective structures) and dual-purpose structures (hereinafter referred to as DPS) are designed and built in such a way as to create suitable conditions for the stay of people requiring shelter for a certain period (up to 48 hours) and to provide an appropriate level of protection against anticipated impacts of hazardous factors that may occur as part of hazardous emergency situations, military (combat) actions, and terrorist acts.

Criteria for Shelter

The shelter should be built/equipped according to the ДБН В.2.2-5:2023

Minimum requirements:

1. Located on a -1 floor or lower floor.
2. Has alarm and/or intercom system to inform guests/personnel about the situation
3. Has two exits from the shelter.
4. The shelter should be equipped with adequate seating.
5. First aid kit, defibrillator.
6. Drinking water supply
7. Toilet and technical water supply/stock.
8. Supply ventilation
9. Accessibility should be provided for people with disabilities and other mobility-impaired population groups.

All interested companies are invited to submit their quotations with the reference “Hotel and conference venue services in Kyiv, Ukraine” in the subject line to Kateryna Polishchuk ([email protected]) and Diana Koval ([email protected]) no later than March 31, 2024. The response/quotation shall be submitted in English.

IFES is exempt from VAT in Ukraine and the selected contractor must take this requirement into account.