INVITATION TO BID: No. CAI/ITB/003/2019 FOR THE ESTABLISHMENT OF FRAME AGREEMENTS FOR PROVISION OF HOTEL EVENT MANAGEMENT in CAIRO AND GREATER CAIRO.

INTRODUCTION TO UNHCR

The Office of the United Nations High Commissioner for Refugees (UNHCR) was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people. In more than five decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 34 million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see http://www.unhcr.org and www.unhcr.org/sy.

1. REQUIREMENTS

The Office of the United Nations High Commissioner for Refugees (UNHCR), UNHCR in Cairo, invites qualified suppliers, to make a firm offer for the Establishment of Frame Agreements for the provision of Hotel Event Management in Cairo and Greater Cairo. This tender is composed by two (2) lots:

Lot 1 – Hotels located in Cairo

Lot 2 – Hotels located in Greater Cairo

It is anticipated to award contracts to several qualified hotels as a result of this Invitation to Bid (ITB). UNHCR may conclude up to 5 Frame-agreements for each hotel category and location in Cairo and greater Cairo based on the range of the services and facilities (5 Stars / 4 Stars). However, these Frame Agreements do not commit UNHCR to place any order.

IMPORTANT: The required services are detailed in Annex A of this document.

UNHCR may award Frame Agreements with initial duration of 2 (two) years, with the potential to be renewed for additional 1 (one) year. The successful bidders will be requested to maintain their quoted price model for the duration of the Frame Agreements.

In 2018 and 2019, UNHCR held an annual average of 25-45 events each lasting an average of 3-5 days and increasing to two hundred (200) participants in few occasions for event facility and trainings.

Please note that figures have been stated in order to enable bidders to have an indication of the projected requirements. It does not represent a commitment that UNHCR will purchase the above quantity. Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders against the Frame Agreement.

Other United Nations Agencies, Funds and Programs shall be entitled to the same prices and terms as those contained in the offers of the successful bidders and could form the basis for a Frame Agreement with other UN Agencies.

IMPORTANT: Please carefully take note of article 5 (Subcontracting), 16 (Termination) and 19 (Settlement of Disputes) of the attached General Terms and Conditions (Annex D)

It is strongly recommended that this Invitation to Bid document and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result in disqualification from the evaluation process.

Note: This document is NOT construed in any way as an offer to contract with your firm.


2.  BIDDING INFORMATION:

  • ITB DOCUMENTS

The following annexes form integral part of this Invitation to Bid:

Annex A:         Terms of Reference (TOR)

Annex B:         Technical Offer Form (to be filled and submitted with supporting documentation)

Annex C:         Financial Offer Form (to be filled and submitted)

Annex D:         UNHCR General Conditions of Contracts for the Provision of Goods &

Services -2018

Annex E:         Vendor Registration Form (to be filled and submitted)

Annex F           Location of UNHCR offices

2.2       ACKNOWLEDGMENT

We would appreciate your informing us of the receipt of this ITB by return e-mail to dahab@unhcr.org  with copy to larrosa@unhcr.org as to:

–           Your confirmation of receipt of this invitation to bid

–           Whether or not you will be submitting a bid

2.3       REQUESTS FOR CLARIFICATION AND BIDDERS CONFERENCE

Bidders are required to submit any request for clarification or any question in respect of this ITB by e-mail to dahab@unhcr.org copying larrosa@unhcr.org, the deadline for receipt of questions is 15 July 2019 at 23:59hrs.

IMPORTANT: Please note that Bid Submissions are NOT to be sent to the e-mail address above, they will ONLY be excepted when sent to the email address provided in the “Submission of Bid” section 2.6) of this ITB.

            In addition, UNHCR invites all interested bidders to participate in a bidders conference (participation is recommended).

                                    Date: 04 July 2019

                                    Time:11:00 am

                                    Venue: UNHCR Zamalek Office.

Interested bidders in participating to this bid conference will need to send an email with the list of participant’s prior to the date of the bid conference to: Mr Ahmed Dahab e-mail to dahab@unhcr.org copying Mr. Pablo Larrosa larrosa@unhcr.org.

UNHCR will compile the questions received and will respond to all bidders participating in the tender competition, shortly after the query deadline.

2.4       YOUR OFFER

Your offer shall be prepared in English or Arabic.

Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may be not taken into consideration.

IMPORTANT: Inclusion of copies of your offer with any correspondence sent directly to the attention of the responsible buyer or any other UNHCR staff other than the submission address will result in disqualification of the offer. Please send your bid directly to the address provided in the “Submission of Bid” section 2.6) of this ITB.

Your offer shall comprise the followings:

Two sets of documents:

–           Technical offer

–           Financial offer

2.4.1    Content of the TECHNICAL OFFER

IMPORTANT: No pricing information should be included in the Technical offer. Failure to comply may risk disqualification. The technical offer should contain all information required.

The terms of reference of the requested services by UNHCR can be found in Annex A. Your technical offer should be concisely presented and structured to include, but not necessarily be limited to, the following information by submitting Annex B, C and E:

  1. A description of your company profile with the following information and documentation:
    1. Year founded;
    1. Description of core business and management structure;
    1. Copy of license to carry out the services;
    1. Total number of current clients;
    1. Contact details of at least 2 current or former clients for reference checks;
    1. Financial stability (financial statements, audit reports, if available)
  • UNHCR General Conditions of Contract (Annex D): Your technical response form in   Annex B should contain your acknowledgement of the UNHCR General Conditions for Provision of Goods and Services
  • Vendor Registration Form: your company should complete, sign and submit with your technical proposal the Vendor Registration Form (Annex E) – must include information on company’s business bank account.

2.4.2    Content of the FINANCIAL OFFER

Your separate Financial Offer must contain an overall offer in a single currency, i.e. Egyptian Pound (EGP) or USD. For evaluation purposes only, the offers submitted in currency other than US Dollars might be converted into US Dollars using the United Nations rate of exchange in effect on the date the submissions are due.

The Financial Offer must cover all the services as per Annex A (TOR) to be provided (price “all inclusive”).

The Financial Offer is to be submitted as per the Financial Offer Form (Annex C). Bids that have a different price structure may not be accepted.

BANK ACCOUNT

UNHCR will not accept offers from companies that have not the following requirements in the vendor registration form (Annex E):

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