Конкурс пропозицій з надання послуг з організації ділових подорожей

Програма сприяння громадській активності «Долучайся!», що виконується «Пакт, Інк.» за фінансової підтримки USAID, проводить конкурс з відбору постачальника послуг з організації ділових подорожей для співробітників та партнерів програми (далі – англ.)

Date:                    May 15, 2017

Attention to:       Full-cycle travel agencies

From:                   Finance-admin department

Pages:                 4 including the cover page

Topic:                  Request for quotations for procurement of travel management services for the USAID/ENGAGE activity personnel and partners

Pact, Inc., implementing the USAID-funded Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE) activity, is soliciting cost proposals from qualified travel agencies for procurement of travel management services for the personnel and partners. It is expected that the appointed service provider will customize its services for Pact’s employees and partners as much as possible to ensure the highest level of customer’s satisfaction with proactive participation in advising and guiding prospective travelers, together with adhering to US Federal Travel Regulations and Pact Travel Policy.

It is the intent of Pact, Inc. that the awarded contractor will provide the travel management services on an as-needed basis. Vendor will be contracted until September 30, 2017 with a possibility of prolongation.

Proposal Submission Requirements:

The procurement of services is made at the expense of the international technical assistance program and complies with the category (type) of goods, work and services indicated in the Procurement Plan for VAT-exempt purchases approved by the Ministry of Finance of Ukraine. Bidders will submit proposals that comprise the following information:

1. A cover letter signed by an authorized bidder representative, confirming the bidder’s promise to meet the terms and requirements specified in the request for quotations. The letter must designate a person, with relevant contact  details,  authorized  to   maintain  any   necessary communications with Pact, Inc. during the price quotations review process;
2. A price quotation according to the specific template (Annex 1 to the RfQ);

Quotations must be fixed prices in UAH. Please note that the payment will be effected in Ukrainian hryvnias in accordance with the issued invoice. The invoice must indicate VAT as a separate item, but no payment of VAT will be made in accordance with the Policy on Raising, Utilizing and Monitoring International Technical Assistance, as approved by the Cabinet of Ministers of Ukraine Resolution 153, dated February 15, 2002, on Establishing a Single System of Raising, Utilizing and Monitoring International Technical Assistance and the Letter of the State Tax Service of Ukraine of March 1, 2012, No.6125/7/12-1017.

Quotations Submission Deadline and Other Requirements:

Interested parties should submit their quotations in a form of expression of interest, followed by cost proposal (quotation) by 18:00, on May 19, 2017, to the following email address [email protected].

Questions may be submitted via email to [email protected] by May 17, 2017 answers to these questions will be sent to all vendors that submitted questions.Proposals received later than May 19, 2017 will not be considered.

The release of this request for quotations does not constitute an obligation on the part of the Pact, Inc. to award a contract. Pact, Inc. reserves the right to reject any or/and all proposals. Nevertheless, it is the intention of Pact, Inc. to issue a contract, if it receives acceptable offers. Pact, Inc. can terminate this request for quotation at any time at its discretion.

Pact, Inc. is in no manner responsible for any of the costs associated in the preparation or submission of any proposals.

Language of quotations: The proposal, all documents and correspondence related to the RFQ must be written and submitted in Ukrainian or English.

Negotiations: Best price quotations are requested. It is anticipated that contract award will be made solely on the basis of these  original  quotations.  However,  Pact, Inc. reserves  the  rights  to  conduct negotiations and/or request clarifications and explanations prior to the award.

All information provided by the parties to each other during negotiation period is not considered as agreed on terms before it is written in the contract and signed by both parties.

Sample Terms of Contract:

The contract for this procurement should at a minimum include the following:

1. Parties of the Contract

The “Contractor” means the company providing the services under the contract; the “Customer” means Pact, Inc. which implements the Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE) activity. The contract should be concluded between the Contractor and the Customer.

 2. Payment Schedule

Payment schedule is the subject for negotiations. The payment is to be made via bank transfer on the basis of the invoice presented.

3. Exemption from Payment of Value Added Tax (VAT)

Since the Customer is an implementer of the international technical assistance project (program) it shall pay for the goods and services according to Contractor’s invoice and contract without Valued Added Tax in accordance with the Policy on raising, utilizing and monitoring international technical assistance approved by the Cabinet of Ministers of Ukraine Resolution 153 dated February 15, 2002 as amended, and the Intergovernmental US-Ukraine Agreement on Humanitarian and Technical and Economic Cooperation of May 7, 1992.

4. Eligibility of Suppliers

Any procurement resulting from this tender will be financed by USAID/ ENGAGE and will be subject to Federal Acquisition Regulation (FAR) and USAID regulations. No equipment, materials or services shall be eligible for USAID financing, if offered by a supplier or subcontractor included on any list of suspended, debarred, or ineligible bidders used by USAID.

5. US Anti-Terrorism Executive Orders and Laws

The Contractor is reminded that US Executive Orders and US law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor to ensure compliance with these Executive Orders and Laws. This provision must be included in all subcontracts/ decisions to award subcontracts executed under terms of this contract.

Pact, Inc. is looking forward to receiving your Proposal. We appreciate your interest in Pact’s procurement opportunities.

APPENDIX 1/ ДОДАТОК 1

Чітко та стисло надайте відповіді на такі питання:

1. Чи наявний в Вашій компанії відділ корпоративного обслуговування, окремий менеджер, закріплений за клієнтом?
2. Чи можна вносити зміни у раніше створене бронювання за телефоном, надіславши електронного листа або на сайті?
3. Опишіть сервіс цілодобової екстреної допомоги/ термінових замовлень, що стосуються подорожуючих Україною, світом, якщо є такий. Чи є гарантії такого сервісу?
4. Чи є можливість надавати особливі/ індивідуальні послуги для подорожуючих, як то: бронювання місць у місцях, яким надається перевагу (біля вікна, тощо), автоматичне внесення даних часто подорожуючих клієнтів, тощо?
5. В яких містах України укладені договори на співпрацю з готелями/ мережеами готелів? Вкажіть назви готелів (до 10 шт.) та розмір знижки.
6. Які строки та процедури встановлені в Вашій компанії щодо надання звітніх документів (оригінали рахунків та видаткових накладних, актів, дублікатів квитків), щодо повернення грошей за невикористані квитки в разі скасування подорожі?
7. Будь ласка, підтвердіть свою технічну та фінансову спроможність надавати послуги, про які йдеться мова (наприклад, копіями реєстраційних документів, свідоцтв, сертификатів, річних фінансових звітів, інше).
8. Опишіть свій досвід в обслуговуванні міжнародних неприбуткових організацій, посольств, мультинаціональних корпорацій. Надайте 3 рекомендаційних листа та зазначте контакти рекомендодавців.
9. Які додаткові послуги та вигоди Ви можете надати?
10. Чи повідомляєте Ви своїм клієнтам новини індустрії бізнес-туризму, нові правила перевезення, тощо?