IFES Україна оголошує тендер на готельні послуги

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 hotel and conference venue services in regions throughout Ukraine for conducting events (including workshops, trainings, meetings, conferences, etc.). The list of provided services should include the following: conference space, lodging, and banquet services in different regions throughout Ukraine. The relevant requirements for accommodation, conference facilities, meals, 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.

1. 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 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 invoice. Also, quotations should include reservation, no-show and cancellation policy for lodging and banquet.
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 regions throughout Ukraine within the table below:

DESCRIPTION OF GOODS/SERVICES

IFES Ukraine is seeking to place one or more vendors on Basic Ordering Agreement(s) (BOA) to provide lodging, conference, and banquet services for its events in different regions of Ukraine on a recurring basis for one year. The BOA will provide the contractual terms and conditions for Task Orders issued by the IFES Ukraine office for each of these events, workshops, and meetings as the need arises. Each Task Order will be numbered and constitute an order for services.

In your quotes, please provide pricing for conference, lodging and banquet services as described in the below tables with VAT and without VAT.

Please, complete the tables below with the required goods and services FOR EACH HOTEL LISTED ABOVE, indicating the name and location of the relevant facilities at the top.

Please note: the number of guests requiring rooms and participants requiring meals & refreshments are subject to change for each event. Service providers are required to provide a maximum capacity of their conference facilities, along with the reservation and/or cancellation policies.

Be aware, that you do not have to quote in all the requested categories. Please, complete the table with the affordable services only.

Pricing for Lodging and Banquet

* Be specific as to what is supplied with Hall including whether the hall has facilities for simultaneous translation.

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 hotels in regions throughout Ukraine.

FACILITIY REQUIREMENTS:

Meals & Refreshments (Guidelines)

Please note that these are the minimum requirements desired by IFES Ukraine

All interested companies are invited to submit their quotations with the reference “Hotel and conference venue services throughout Ukraine” in the subject line to Olesia Liesnikova ([email protected]) and Kateryna Polishchuk ([email protected]) no later than September 30, 2022. The response/quotation shall be submitted in the English language.

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

IFES Ukraine reserves the right to contract with one or more vendors.