REQUEST FOR PROPOSAL FOR THE ESTABLISHMENT OF FRAME AGREEMENTS FOR THE PROVISION OF HOTEL SERVICES AND EVENT MANAGEMENT FOR UNHCR OFFICES IN CAIRO and GREATER CAIRO

DATE: 22/05/2018 

REQUEST FOR PROPOSALS: No. CAI/RFP/007/2018 FOR THE ESTABLISHMENT  OF FRAME AGREEMENTS FOR THE PROVISION OF HOTEL SERVICES AND EVENT MANAGEMENT FOR UNHCR OFFICES IN CAIRO and GREATER CAIRO.

 CLOSING DATE AND TIME: 22/06/2018 – 23:59 hrs CET

INTRODUCTION TO UNHCR

The Office of the United Nations High Commissioner for Refugees 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.

UNHCR Egypt hosts numerous events and workshops throughout the year. UNHCR requires hotels and food services for hosting and welcoming events, conferences and different activities for its operation covering Cairo, greater Cairo.

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.

  1. REQUIREMENTSThe Office of the United Nations High Commissioner for Refugees (UNHCR), in Cairo, invites qualified service providers to make a firm offer for the establishment of Frame Agreement(s) for the provision of hotel services: accommodation and event management for UNHCR Offices in Cairo, Greater Cairo.

IMPORTANT:

Terms of Reference (TORS) are detailed in Annex A of this document.

UNHCR may award several Frame Agreement(s) with initial duration of 2 (two) years, potentially extendable for a further period of 1 (one) year. The successful bidders will be requested to maintain their quoted price model for the duration of the Frame Agreement(s).

The estimated annual requirement of UNHCR for hotel accommodation has been an average of minimum individual 150 rooms per year and approximately 850 nights for residential workshops/events in Cairo, greater Cairo. For event management UNHCR annual estimation is an average of 35 to 45 events per year for about an average of 20 to 50 persons with a duration of 3 to 5 days.

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 a minimum quantity of services. 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 Programmes 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:

When a Frame Agreement is awarded, either party can terminate the agreement only upon 90 days (3 months) notice, in writing to the other party.

The initiation of conciliation or arbitral proceedings in accordance with article 18 “settlement of disputes” of the UNHCR General Conditions of Contracts for provision of Services shall not be deemed to be a “cause” for or otherwise to be in itself a termination clause.

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

Sub-Contracting: Please take careful note of article 5 of the attached General Terms and Conditions (Annex D).

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


  1. BIDDING INFORMATION:

 

  • RFP DOCUMENTS

 

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

 

Annex A:         Terms of Reference (TORs)

Annex B:         Technical Offer Form

Annex C:         Financial Offer Form

Annex D:         UNHCR General Conditions of Contracts for the Provision of Services – 2010

Annex E:         Vendor Registration Form (if your company is not already registered with UNHCR, you should complete, sign and submit with your technical proposal the Vendor Registration Form);

Annex F:         UNHCR Offices’ Map;

 

2.2       ACKNOWLEDGMENT

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

–           Your confirmation of receipt of this invitation to bid

–           Whether or not you will be submitting a bid

IMPORTANT:

Failure to send the above requested information may result in disqualification of your offer from further evaluation.

 

2.3       REQUESTS FOR CLARIFICATION AND BIDDER CONFERENCE

 

Bidders are required to submit any request for clarification or any question in respect of this RFP by e-mail to Mr. Ahmed Dahab, Snr. Supply Associate at dahab@unhcr.org Cc Mr. Pablo Larrosa, Assoc. Supply Officer larrosa@unhcr.org.

The deadline for receipt of questions is 23:59 hrs CET on 10.06.2018. Bidders are requested to keep all questions concise.

IMPORTANT:

Please note that Bid Submissions are not to be sent to the e-mail address above.

UNHCR will compile the questions received and the Questions & Answers document will be prepared and posted on the UNHCR website (http://supply.unhcregypt.org/category/open-bids/ ).

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

Date: 03 June 2018

Time: 10:30 am

Venue: UNHCR Zamalek Office.

 

Interested bidders to participate in this bid conference shall confirm attendance by email to: Mr. Ahmed Dahab, Snr. Supply Associate at dahab@unhcr.org

 

Tender CAIRFP0072018_ Hotel and Event Management F 220518 Annex A Hotel Services & Event Management_F Annex B – Technical Proposal From F Annex-C-Financial-offer-form Annex D UNHCR General Terms and Conditions of contract Annex E UNHCR_Vendor Regitration Form Annex F-UNHCR office Map F Annex-C-Financial-offer-form – amended 030618

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