PEACE CORPS

Overseas Request for Quotation (RFQ) for Supplies/Services/Equipment 

RFQ Number: 018/FY2023 

Date: August 1, 2023 

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Peace Corps/Rwanda has a need for Conference Services: hotel lodging, meals and beverages, conference room with IT/Audio Visual equipment, and transportation from Kigali International Airport to the conference venue. Peace Corps is soliciting fixed-price quotations from the vendor community for the supplies and/or services detailed below.      

If you are interested in submitting a quotation, please do so by sending your completed and signed Attachment 1—Vendor Quotation Form by e-mail to:

Name: Leonard Lengema

E-mail: llengema@peacecorps.gov

And Patti Reeder

E-mail: preeder@peacecorps.gov 

Quotations are due no later than 1:00pm Kigali Time on August 11^th,2023.  Late quotations will not be accepted. 

Written questions about this Request for Quotation (RFQ) may be sent in the same fashion to the individual noted above in advance of the RFQ due date.  No phone calls please. 

Peace Corps will evaluate all quotations received by the deadline based on the minimum requirements and/or evaluation factor(s) shown below.  Contingent on the availability of funds and continued need for the supplies and/or services, at the end of the evaluation process, Peace Corps intends to award a firm-fixed-price contract for the purchase of the required supplies and/or services to the selected vendor. 

1. Statement of Work/Description of Requirements 

Services are required are for Africa Region Human Resources Community of Practice Workshop from September 30-October 6 in accordance with the following specifications: 

• As many as 40 single occupancy rooms for selected dates inclusive of
  • English breakfast that includes non-vegetarian, vegetarian and halal options
  • Two 500ml bottles of drinking water
• Round-trip transportation between conference facility and Kigali International Airport
  • Transportation for arriving participants from Kigali International Airport on October 1^st and October 2^nd 2023 (there will be multiple collections per day)
  • Transportation to Kigali International Airport for departing participants on October 6^th (there will be multiple collections per day)
• One large conference room and 2 smaller (breakout) conference rooms
  • Large conference room has capacity to seat 40 individuals at round tables with no more than 5 per table. Each individual at a table should be able to plug in a laptop computer and work from a sitting position while looking at the projector screen.
  • Small conference rooms have capacity to seat 15 individuals at a single table or 2-4 smaller tables
  • The vendor must ensure that at the beginning of each day the conference rooms are set up in the specified Peace Corps format.
• Vendor must have a facility POC available 24 hours a day
• Hotel must have free WIFI with connectivity speeds that support cloud hosted email and applications
• Vendor must provide an EBM invoice 

The large conference room shall:

• Have a speaker’s table and podium/microphone at the front of the conference room.
• Have individual control of the lighting and temperature (heat and/or air conditioning)
• Have the ability to lock and unlock the room and be available as needed after hours during the Conference Week and the Weekend Prior
• Be near-by restrooms
• Have a back-up generator for full-time electricity
• Include three (3) rectangular tables for materials (along the back wall, outside the door, in an adjacent room, etc.)
• Have required IT/AV equipment and technical support as specified below
• Have a nearby location for morning/afternoon tea breaks (these may NOT be setup/served in the large conference room)
• 3 Flip Charts or Moveable White Boards, Markers of various colors.
• Participant supplies to include one (1) notepad and one (1) pen per participant per day
• Large jugs of drinking water available at all times. Participants will bring their own bottles/cups

The small conference rooms shall:

• Have individual control of the lighting and temperature (heat and/or air conditioning)
• Have the ability to lock and unlock the room and be available as needed after hours during the Conference Week and the Weekend Prior
• Be near-by restrooms and near the large conference room
• Have a back-up generator for full-time electricity
• Have required IT/AV equipment and technical support as specified below
• 1 Flip Chart or Moveable White Board, Markers of various colors.

The IT and Audio-Visual technical support and equipment in the conference rooms shall be:

• Technical support onsite:
  • Technical test the week prior
  • Technical test at 2pm on Sunday October 1^st
  • Support Monday-Thurs 7am-6pm
• In the Large Conference Room
  • Microphone system with receiver and speakers throughout large conference room with a minimum of (2) handheld microphones that can be moved throughout the room
  • Microphones must be connected to audio of the presenting computer (provided by the Peace Corps) so remote participants can hear questions from around the room
  • Remote participants’ audio must be heard throughout the room.
    • Peace Corps will supply the computer for presenting and will coordinate the MS Teams meeting for remote participants to joint
  • Projection equipment with HDMI connection and display that can easily be seen from the back of the room
  • Replacement batteries if needed for any of the equipment
• In each of the two Small Conference Rooms
• One (1) Projector with HDMI connection and Screen/Wall for projection
• One Flipchart stand with flipchart paper or Moveable Whiteboards. Markers of various colors.  
• Internet connectivity should be
  • Dedicated for the large/small conference rooms (not shared with the rest of the facility).  
  • Connectivity speed of no less than 50 Mbps must be confirmed with PC and tested by PC prior to the event.
    • Remote participants must be able to share slides via MS Team and have uninterrupted/no delay audio
    • Acceptable bandwidth for participants to use cloud hosted email and applications.
    • No log in/log on procedures for participants preferred. 
  • Backup router/ethernet capability in case of wi-fi issues required 

Meals

• Lunch shall be provided for all participants beginning on Monday, October 2, 2023 through Thursday, October 5, 2023. Lunch shall include non-vegetarian, vegetarian and halal options. Lunch shall also include one beverage per participant (soda, juice, or water).
• The lunch menu must be pre-approved by the OCO. 

Refreshments and Snacks

• Two coffee/tea and snack breaks per day for the dates of Monday, October 2, 2023 through Thursday, October 5, 2023. The refreshments should include water, coffee/tea, assorted soft drinks, and juices.
• The snacks should be varied daily and allow 1-1.5 servings per participant. The snacks shall include non-vegetarian, vegetarian and halal options.
• The refreshment menu must be pre-approved by the OCO. 

Welcome Reception

• October 1^st 5:30pm-730 pm.
• Appetizers and soft drinks to be provided by the hotel.
• Alcohol available at a cash bar for participants to purchase.
• Room/location dedicated to Peace Corps.
• The welcome reception menu must be pre-approved by the OCO.
• The Reception space must be configured by 2pm on Sunday 

A final agenda inclusive of mealtimes and participant numbers shall be sent by email from the CO to the vendor one week before the start of the event. 

Airport Transfers

• Pricing per trip for up to 4 people including luggage.
• A final schedule of participant names and flight times shall be sent by email from the CO to the vendor one week before the start of the event. 

HOTEL

• Be of quality consistent with hotel rating
• Carpet and flooring is in good condition and not worn or damaged.
• Be free of odor, insects, rodents, and pests
• Have working, active internet connectivity via Wi-Fi in common areas and in the room free of charge
• TV with working cable programming
• Include iron and ironing board on request
• Include hair dryer on request

Daily cleaning service

• Access to a power outlet
• Hot and cold working water in the bathroom
• Individual room temperature control (heat and/or air conditioning)
• Back-up generator for full-time electricity
• Two bottles of water per day in room for all participants
• Bed nets (preferred)
• Any problems with the room including, but not limited to the above issues be resolved within 24 hours of notice (notice will be documented by OCO) 

The name and phone number of a specific hotel representative(s)/Point of Contact (POC) shall be available 24 hours a day for the duration of the contract to be contacted by the CO to solve any issues or problems regarding the sleeping accommodations of participants                                                                                                                                 

Place of Performance 

Services will be delivered in Kigali from September 30^th – October 6^th (checkout on October 6^th) per the schedule described above in A. 

Contract Terms and Conditions 

As an Agency of the United States Government, Peace Corps has an approved contract template that it intends to use for the award.  Peace Corps reserves the right to deny making a contract award to a vendor should they refuse to sign the Peace Corps approved contract template.

Minimum Criteria:

A quotation will not be considered further if it does not meet the following minimum criteria:

• Capacity to host all participants in one hotel 

Evaluation Factors: 

Quotations that meet the minimum criteria listed above may be further evaluated based on the following factors:

• Past performance reference
• Cost 

Award may be made with or without negotiations between the Peace Corps and the selected vendor.  Award may be made to a vendor that provided the lowest priced technically acceptable quotation, or to a vendor other than the one that provided the lowest priced quotation, should that vendor be determined to have provided the best value quotation to the Peace Corps taking technical and cost factors into account.

All vendors that submit quotations in response to this RFQ will be notified of the results.