PRE-QUALIFICATION OF HOTELS FOR THE PROVISION OF ACCOMMODATION, CONFERENCING AND CATERING SERVICES FOR THE YEAR 2024-2026

CLOSING DATE: Friday 10^th November 2023 at 3:00pm local time

TENDER NOTICE

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IUCN invites applications from competent hotels across the country for provision of accommodation, conferencing, and catering services for 2024-2026 financial years.

We thereby request for your best competitive rates as per the price schedule.

Successful bidders will be awarded a one-year contract to offer various hotel services not limited to conferencing, accommodation and catering at their quoted price.

Interested eligible suppliers are invited to apply.

Submission Format

Pre-qualification documents in plain sealed one envelope clearly marked “Pre-qualification of Hotels 2024-2026” shall be submitted to the address below and a copy emailed to tenders.rwanda@iucn.org . Your Proposal must be submitted as one PDF document. You may submit multiple emails suitably annotated, e.g. Email 1 of 3, if attached files are too large to suit a single email transmission. You may not submit your Proposal by uploading it to a file-sharing tool.

For submission purposes only, the address is:

Attention To

Organisation : IUCN

Building : House No.25

Location : KN 16 Ave Kiyovu

Country : Rwanda

Prequalification documents must be received by IUCN at the address specified above not later than Friday 10^th November 2023 at 3:00pm local time. Any Application received after the deadline will be rejected.

All bids will be opened internally at IUCN offices. No Application shall be rejected at application opening, except for late applications.

GENERAL INSTRUCTIONS

1. You are requested to provide particulars as indicated in part II, III, IV, V, VI of this document as accurately as possible and where space provided is not sufficient, please use a separate sheet of paper and attach to this form.
2. IUCN attaches great importance to correct information given. If the information given is found to be incorrect in any respect, the applicant may be rendered ineligible for prequalification.
3. IUCN reserves the right to visit and inspect business premises of all the applicants to verify information provided.
4. All information shall be treated as confidential.
5. This Prequalification Document is eligible for only this category.
6. Your prequalification documents should be submitted properly bound, filled and page numbered. IUCN shall not be responsible for loss of documents not bound (loose).
7. IUCN will communicate the outcome of the prequalification exercise to the applicants on the IUCN portal.

PRE-QUALIFICATION INSTRUCTIONS

Introduction

IUCN would like to invite interested candidates who must qualify by meeting the set criteria as provided by the IUCN to perform the contract of supply and delivery or provision of goods, services and works to IUCN.

Pre-qualification Objective

The main objective is to provide accommodation, conferencing and catering services to IUCN on a need basis during the stated period.

Invitation of Pre-qualification

Duly registered suppliers under the Laws of Rwanda in respect of goods, services and works are invited to submit their Pre-Qualification documents to IUCN and are required to supply mandatory information for prequalification.

Experience

Prospective hotels must have carried out successful supply and delivery of similar services to other clients of similar size.

Pre-qualification Document

This document includes documents required of prospective hotels.

Consideration for Pre-Qualification

In order to be considered for pre-qualification, prospective hotels must submit all the information herein requested.

Questions Arising from Documents

Questions that may arise from the pre-qualification documents should be directed to the following e- mail address: tenders.rwanda@iucn.org.

Additional Information

IUCN reserves the right to request submission of additional information from prospective bidders.

PRE-QUALIFICATION DATA INSTRUCTIONS

Pre-qualification data forms

The attached questionnaire forms described as part 1, II, III, IV, V, VI, are to be completed by prospective suppliers/contractors who wish to be pre-qualified for submission of specific category.

Form Presentation Requirements

The pre-qualification application forms which are not filled out completely and submitted in the prescribed manner will not be considered. All the documents that form part of the proposal must be written in English and indelible ink.

Qualification

It is understood and agreed that the pre-qualification data on prospective bidders is to be used by IUCN in determining, according to its sole judgment and discretion, the qualifications of prospective bidders to perform in respect to each tender item/category as described by the client.

Prospective bidders will not be considered qualified unless in the judgment of IUCN they possess capability, experience, qualified personnel available and suitability of equipment and financial capacity sufficient to satisfactorily execute the contract for goods/services.

Essential Criteria for Pre-qualification

Experience

• Prospective bidders shall have at least 4 years’ experience in the hotel industry.
• Prospective supplier requires experience and capability to organize supply and deliver items, or service.

• IUCN reserves the right to request additional qualification information at the tender/quotation stage to suit particular procurement.
• The Supplier’s is required to indicate the annual turnover for the company for the period 2021,2022.
• The supplier should indicate the value of business they can handle at any one given time.
• Potential suppliers/contractors will be prequalified on the satisfactory information given.
• Past performance will be given due consideration in pre-qualifying bidders.
• Letters of reference from past customers should be included in part IV.

Financial Condition

Past Performance

Declaration of Undertaking

The application must include a signed off Declaration of Undertaking (see Part V).

Withdrawal of Prequalification

Should a condition arise between the time the firm is pre-qualified to bid and the subsequent invitation to tender which could substantially change the performance and qualification of the bidder or the ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, IUCN reserves the right to reject the tender from such a bidder even though they have been initially pre-qualified.

Premises

The company must have a fixed Business Premise and must be registered in the country of operation. Attach copies of certificate of registration and tax compliant certificate.

Statutory Obligations

The applicant must show proof that it has paid all its statutory obligations and have Valid Income Tax Certificate from Rwanda Revenue Authority (RRA).

PRE-QUALIFICATION EVALUATION CRITERIA

TECHNICAL EVALUATION

PART I : PRE-QUALIFICATION REGISTRATION DOCUMENTATION

All firms must provide copies of the following: -

• Copy of Certificate of Incorporation/Registration
• Copy of valid trading license for 2023
• Copy of tax compliant certificate for 2023 (RRA & RSSB)
• Evidence of physical registered office where applicable– Attach utility bill e.g. Electricity/water bill etc. or tenancy agreements
• Power of Attorney indicating the Authorized Representative of the Company.

PART ll: COMPANY DETAILS

Attach a company profile that addresses the following:

• Name of Chief Executive Officer/Principal Officer/Contact person
  • Name
• Position
• Telephone Contacts
• Email address
• Full details of the physical location
• The company Website
• The company official email address:
• The company official telephone contacts
• Code of Conduct Policy that addresses issues of Fraud, Respect at Workplace, Child Protection among others.
• Please list the goods or services you provide specific to category number, category name applied for.

PART III: FINANCIAL POSITION / INVESTMENT

Indicate your company turnover for the previous two full reporting years (this should be similar to what was declared at the Revenue Authority).

Please attach copies of audited books of accounts for the indicated period.

PART IV: PAST PERFORMANCE & EXPERIENCE

Please provide at least three letters of recommendation addressed to IUCN from organizations where your hotel has supplied similar services in the last three years. The letter should:

• Be on the recommending organization’s letterhead.
• State the type of goods and services you supplied the recommending organization and the corresponding contract values.
• Comment on performance of your hotel
• The number of years they have done business with your hotel.

PART V: DECLARATION OF UNDERTAKING