DATE: 17 December 2023
REQUEST FOR QUOTATION: [No. RFQ/CAl/101/2023]
For the provision of hotel event management and accommodation services for UNHCR – Egypt in the 6th of October City area with initial duration of two (2) years, potentially extendable for a further period of one (1) year.
QUOTATION TO BE RECEIVED BY: 03 January 2024 by 23:59 Egypt time.
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 coordinate 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 I IO 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 environments, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see http://www.unhcr.org.
1. REQUIREMENTS
The UNHCR-Cairo Country Office (UNHCR CO Cairo) would like to solicit the qualified service providers to submit their offers for establishing Frame Agreement(s) for the provision of Hotel Event Management and Accommodation Services in the 6th of October City area, valid for an initial period of two (2) year(s) with a possible extension for one (1) additional year.
Terms of Reference (ToR) detailing the requirements under this tender can be found in Annex-A ( attached hereto).
IMPORTANT: It is strongly recommended that this Request for Quotation and its annexes be read thoroughly.
Your offer shall be prepared in English and or Arabic. If the total price in your offer contains an error, UNHCR will consider the proposed unit price for calculation and subsequent financial evaluation of the bid.
Please submit your offer using the Annexes provided ONLY. Offers not conforming to the requested formats may not be taken into consideration. The bidder must provide the rates for the entire requirement specified in the ToR (per Annex A).
• Currency of the offer: Egyptian Pound (EGP) and/or United States Dollars (USD);
• Unit and total price: your offered price shall be inclusive of all taxes and duties;
• The offered price shall be all-inclusive, i.e. covering the entire scope of the requirement specified in the ToR document.
2. QUALIFICATION /EVALUATION CRITERIA
UNHCR will evaluate technical elements of the submitted offers for conformity through the following mandatory qualification/evaluation criteria, using “Pass/Fail” determination.
To be technically qualified, all the below criteria must be met:
| # | Qualification/Evaluation Criteria | Merit |
| 1 | Business Registration Certificate – The company is duly registered as a commercial entity in Egypt for minimum three (3) years as of the submission deadline of this RFQ (determined via presentation of copy of a certificate of registration/incorporation) | PASS/FAIL |
| 2 | Tax Registration Certificate – The company is duly registered with the Egyptian tax authorities (determined through submission of a copy of PASS/FAIL valid tax registration certificate) | PASS/FAIL |
| 3 | Past Experience – The company has successfully rendered similar services during the past three (3) years (verifiable through presentation of copies of at least two (2) purchases orders or two (2) contracts/agreements PASS/FAIL or two (2) letters of reference from minimum two (2) large and reputed entities. | PASS/FAIL |
| 4 | Conformity of the offer – The bidder’s offer substantially conforms to the requirement set in the Terms of Reference document (per Annex A). | PASS/FAIL |
| 5 | Acceptance of the UNHCR General Conditions of Contract (per Annex D); (acknowledged via presentation of a signed and stamped copy of the concerned document). | PASS/FAIL |
| 6 | Acceptance of the UN Supplier Code of Conduct (per Annex E) – (acknowledged via presentation of a signed and stamped copy of the concerned document). | PASS/FAIL |
| 7 | UNHCR Vendor Registration Form (per Annex C); presentation of duly filled in, signed and stamped UNHCR Vendor Registration Form or blank form carrying the UNHCR registration number (for UNHCR vendors already registered in the system). | PASS/FAIL |
The lowest-priced quotation(s) which received “PASS” merit for each of the above-mentioned criteria will be selected for contract award.
The award of the Frame Agreements will be subject to clearance of the selected hotels by the designated
UN entity providing security framework in Egypt.
The concerned solicitation may result in selecting a primary and a back-up service provider(s). If the primary vendor is unable to fulfil the requirement under the Frame Agreement and against a specific purchase order resulting from that Frame Agreement, such purchase order will be cancelled with a new purchase order issued to the back-up vendor for execution of the required services. Recurrent failure on the part of the primary service provider to fulfil the contracted requirement may result in termination of the Frame Agreement and designation as a new primary supplier from the first-ranked back-up supplier, subject to such decision’s approval by the UNHCR Procurement Review Authority.
2. RFQ SUBMISSION
We would appreciate receiving your quotation on or before 03 January 2024 by 23:59 Egypt time. The quotations must be accompanied with the below mentioned documents:
1. Copy of the company’s business registration certificate indicating that the company operates in the given field for minimum three (3) years as of the submission deadline of this RFQ;
2. Copy of the company’s tax registration certificate;
3. Past experience – minimum two (2) purchase orders or two (2) contracts/agreements or two (2) letters of reference from large and reputed entities;
4. Financial Offer (per Financial Offer Form template attached as Annex B); signed and stamped by the authorized company’s representative;
5. UNHCR General Conditions of Contract for the Provision of Goods and Services; July 2018 revision (document signed and stamped document by the authorized company’s representative to acknowledge its acceptance);
6. UN Supplier Code of Conduct (document signed and stamped document by the authorized company’s representative to acknowledge its acceptance);
7. UNHCR Vendor Registration Form (duly filled in, stamped and signed by the authorized company’s representative) or UNHCR Vendor ID number if you are a registered vendor with UNHCR.
Your offer should be sent via email to the given email address on or before the closing date and time.
Submission email address: [email protected].
3. REQUESTS FOR CLARIFICATION
Bidders are required to submit any request for clarification or any questions in respect of this RFQ by e-mail to [email protected]. The deadline for receipt of questions is 26 December 2023 by 23:59 Egypt time.
Bidders are requested to keep all questions concise. UNHCR will copy any reply to a question to all other invited suppliers. All the emails sent requesting clarification MUST have the following Subject line:
Email subject: HCR/CAl/101/2023 – Query
UNHCR reserves the right NOT TO REPLY to the emails which have to “Query” mark in the email Subject line.
Please be aware of the fact that the e-mail policy employed by UNHCR limits the size of attachments to a maximum of 20 Mb so it may be necessary to send more than one e-mail for the whole submission. Please indicate in the e-mail subject field:
• RFQ/CAl/101/2023 – Event Management & Hotel Accommodation (6th October City);
• Number of e-mails that are sent (example: 1/2, 2/2).
Your quotation must be valid for at least ninety (60) days.
The standard payment terms of UNHCR are within thirty (30) days after satisfactory delivery of the contracted goods/services accepted by UNHCR and presentation of original invoice(s) in due order.
4. UNHCR GENERAL CONDITIONS OF CONTRACT FOR THE PROVISION OF GOODS AND SERVICES
Please find attached as Annex D the UNHCR General Conditions of Contract for the Provision of Goods and Services, July 2018 revision, which must be accepted and acknowledged by submitting a signed and stamped copy together with your offer. However, please note that submitting an offer is deemed as full acceptance of UNHCR’s General Conditions of Contract for the Provision of Goods and Services.
5. UN SUPPLIER CODE OF CONDUCT
Your offer must contain your acknowledgement of the UN Supplier Code of Conduct by signing and stamping the attached Annex E. However, please note that submitting an offer is deemed as full acceptance of the UN Supplier Code of Conduct.
6. VENDOR REGISTRATION FORM
If your company is not yet registered with UNHCR, you must fill in, sign, stamp and return with your offer the UNHCR Vendor Registration Form attached as Annex C.
If your company is already registered with UNHCR, please submit Annex C as blank, stipulating your UNHCR vendor ID on the form.
Please find the RFQ documents here.
Thank you for your interest in doing business with UNHCR.
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