Request for Proposal for Hotel Accommodation & Hall Hire Services at Mercy Corps Nigeria

Posted by Future on Wed 21st Jul, 2021 - nigeriantenders.com

Mercy Corps Nigeria invites eligible service providers and security agencies to indicate interest by submitting proposal document for the following works:

Mercy Corps is a global organization powered by the belief that a better world is possible. Mercy Corps started its operations in 1979 in Portland, USA and has since expanded to 43 countries worldwide. The organization exists to alleviate suffering, poverty and oppression by helping people secure productive and just communities. Our work focuses on areas of emergency relief, sustainable economic development, gender and education. Mercy Corps has been in Nigeria since 2012 and has grown into a multi-sectoral country office with more than 150 staff across offices in FCT, Gombe, Maiduguri, Biu, Kano, Lagos, and Jos where more than 500,000 beneficiaries are served.

Applications are invited for:

Title: Request for Proposal for Hotel Accommodation & Hall Hire Services

Preamble
Mercy Corps Ltd/Gte Nigeria is seeking for service provider for hotel service for Mercy Corps field offices in: Damaturu and Potiskum, Yobe state respectively for a period of 12 months with possible further extension subject to Mercy Corps Ltd/Gte decision and satisfactory performance of the contract.

Scope of Work/Technical Specifications

Provision of hotel accommodation for Mercy Corps staffs, visitors and consultants on a 24 hours’ notice. There might be exceptions when we may not give up to 24 hours’ notice but we shall endeavor to stick to the 24 hours’ notice to enable the selected hotels reserve comfortable rooms for us
Ensuring the hotel accommodation reserved has available electricity, stand by generators and Air Conditioners in the rooms
Ensuring that the reserved hotel accommodation has constant water, functional water closet and bathrooms that is well maintained and kept clean
Provision of well-ventilated and Air-conditioned training halls with Public Address systems(PA) and Projector
Provision of adequate security for Mercy Corps staffs, visitors and consultants lodging in the hotel during their period of stay in the hotel.

General Conditions for Tender

Mercy Corps reserves the right to vary the quantity of work/materials specified in the Tender Package without any changes in unit price or other terms and conditions and to accept or reject any, all, or part of submitted offers.

Specific Eligibility Criteria

Eligibility criteria must be met and the corresponding supporting documents listed below under “Tender Submittals” must be submitted with offers. Offerors who do not submit these documents may be disqualified from any further technical or financial evaluation.

Legal Business Registration- A valid copy of Legal Business Registration or CAC Copy.
A valid copy of company’s Tax Identification Number (TIN) with evidence of registration with FIRS attached
A filled, stamped and signed supplier’s information document/form.

Supplier Eligibility

Suppliers may not apply, and will be rejected as ineligible, if they:
Are not registered companies
Are bankrupt or in the process of going bankrupt
Have been convicted of illegal/corrupt activities, and/or unprofessional conduct
Have been guilty of grave professional misconduct
Have not fulfilled obligations related to payment of social security and taxes
Are guilty of serious misinterpretation in supplying information
Are in violation of the policies outlined in Mercy Corps Anti-Bribery or Anti-Corruption Statement
Supplier (or supplier’s principals) are on any list of sanctioned parties issued by; or are presently excluded or disqualified from participation in this transaction by: the United States Government or United Nations by the United States Government, the United Kingdom, the European Union, the United Nations, other national governments, or public international organizations.

Tender Submittals

Documents and required information listed in tender submittals are necessary in order to support the eligibility criteria and to conduct technical evaluations of received offers (and due diligence). While absence of these documents and/or information does not denote mandatory disqualification of suppliers, the lack of these items has the potential to severely and negatively impact the technical evaluation of an offer.

Documents to conduct the Technical Evaluation and additional Due Diligence:

Years of relevant experience in field since inception of business operations - 10%
Attach List of Complimentary services rendered in the Companies profile - 40%
Attach 3 Copies of Contracts or Purchase Orders from 3 different Organizations) 10 Marks per Purchase Order/Contract Per organization - 30%
Letter of Acceptance of Payment Terms after service delivery - 10%
List of Capacities of Conference Hall - 10%

Price Offer

The Price offer is used to determine which offer represents the best value and serves as a basis of negotiation before award of a contract. As a Fixed-Price contract, the price of the contract to be awarded will be an all-inclusive fixed price basis, either in the form of a total fixed price or a per-unit/deliverable fixed price. No profit, fees, taxes, or additional costs can be added after contract signing. Offerors must show unit prices, quantities, and total price, as displayed in the Offer Sheet in Section 4. All items must be clearly labeled and included in the total offered price.

Offerors must not include VAT and customs duties (if applicable) in their offer.

Offers should be submitted in: NGN
Payments will be made in: NGN

Tender Evaluation (Trade-Off Selection Method)

Based on the above submittals, a Mercy Corps Tender Committee will conduct a tender evaluation process. Mercy Corps reserves the right to accept or reject any or all proposals, and to accept the offer(s) deemed to be in the best interest of Mercy Corps. MC will not be responsible for or pay for any expenses or losses which may be incurred by any Offeror in the preparation of their tender.

Scoring Evaluation

Trade-Off Method:

Mercy Corps Tender Committee will conduct a technical evaluation which will grade technical criteria on a weighted basis (each criteria is given a percentage, all together equaling 100%). Offeror's proposals should consist of all required technical submittals so a Mercy Corps committee can thoroughly evaluate the technical criteria listed herein and assign points based on the strength of a technical submission.
Award criteria shall be based on the proposal’s overall “value for money” (quality, cost, delivery time, etc.) while taking into consideration donor and internal requirements and regulations. Each individual criteria has been assigned a weighting prior to the release of this tender based on its importance to Mercy Corps in this process.
Offeror(s) with the best score will be accepted as the winning offeror(s), assuming the price is deemed fair and reasonable and subject to the additional due diligence in section 3.5.2.
When performing the Scoring Evaluation, the Mercy Corps tender committee will assign points for each criteria based on the following scale:

Point	Rationale
0	Not acceptable, has not met any part of the specified criteria
1-4	Has met only some minimum requirements and may not be acceptable .
5	Acceptable
6-9	Acceptable, has met all requirements and exceeds some
10	Acceptable, has exceeded all requirements

Evaluation Criteria	Weight (%) (A)	Possible Points (1-10) (B)	Weighted Scores (A*B)
Years of relevant experience in field since inception of business operations - 10%	10%
Attach list of complimentary services rendered inthe companies profile - 40%	40%
Attach 3 copies of contracts or puchase orders from 3 different organisations 10 marks per purchase Order/Contract per organisation - 30%	30%
Letter of acceptance of Payment terms after service delivery - 10%	10%
List of Capacities of conference hall - 10%	10%
Total Possible Score	100%

Additional Due Diligence

Upon completion of both the technical and financial evaluations Mercy Corps may choose to engage in additional due diligence processes with a particular supplier or supplier(s). The purpose of these processes is to ensure that Mercy Corps engages with reputable, ethical, responsible Suppliers with solid financials and the ability to fulfill the contract. Additional due diligence may take the form of the following processes (though it is not limited to):

Ineligibility & compliance Check
Reference Checks
Site Visit to assess hotel and hall

Offer Form
Offerors must submit their own independent offer including at least (but not limited to):

All documents requested in the “Eligibility Criteria” section of this Tender Package
All documents requested in the “Tender Submittals” section of this Tender Package
All information listed in the “Documents Comprising the Proposal” section below
All offers must be duly signed (including position and full name of the signer) and stamped, with the date of completion.

Documents Comprising the Proposal

The following information must be included in the offer of any potential offeror:

Cover Letter explaining interest to be a contracted vendor or supplier, and the details of the Proposal. The content of the cover letter shall include the following information:
A detailed specification of the offered goods, services and/or works (Proposal)
Delivery time
Price validity date (for this purpose and as stated on the advertisement, quote given shall remain unchanged for 90 working days)
A Price Offer detailing the unit price only, using the Price Offer Sheet template provided.
Completed and signed Mercy Corps Supplier Information Form
Other important documents offeror feels need to be attached to support their proposal

The original proposal shall be signed by the offeror or a person or persons duly authorized to bind the offeror to the contract. Financial offer pages of the proposal shall be initialed by the person or persons signing the proposal and stamped with the company seal.

Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the proposal.

Application Closing Date

5.00pm 23rd July, 2021.

Submission of Documents
All documents must be submitted in a sealed envelope labelled as:"NIG/DTR/TEN01" - Hotel Accommodation & Hall Hire Services in Damaturu & Potiskum, Yobe State to:

Mercy Corps Office,
Plot 75, A, B and C,
Behind Government House GRA,
Damaturu - Yobe State.
Or

Via e-mail to: tenders@mercycorps.org

Tender Basis

All offers shall be made in accordance with these instructions, and all documents requested should be furnished, including any required (but not limited to) supplier-specific information, technical specifications, drawings, bill of quantities, and/or delivery schedule. If any requested document is not furnished, a reason should be given for its omission in an exception sheet.
No respondent should add, omit or change any item, term or condition herein.
If suppliers have any additional requests and conditions, these shall be stipulated in an exception sheet.
Each offeror may make one response only.
Each offer shall be valid for the period of [180 days] from its date of submission.
All offers should indicate whether they include taxes, compulsory payments, levies and/or duties, including VAT, if applicable.
Suppliers should ensure that financial offers are devoid of calculation errors. If errors are identified during the evaluation process, the unit price will prevail. If there is ambiguity on the unit price, the Selection Committee may decide to disqualify the offer.
Any requests for clarifications regarding the project that are not addressed in written documents must be presented to Mercy Corps in writing. The answer to any question raised in writing by any offeror will be issued to that offeror. In some cases Mercy Corps may choose to issue clarifications to all offerors. It is a condition of this tender that no clarification shall be deemed to supersede, contradict, add to or detract from the conditions hereof, unless made in writing as an Addendum to Tender and signed by Mercy Corps or its designated representative.
This Tender does not obligate Mercy Corps to execute a contract nor does it commit Mercy Corps to pay any costs incurred in the preparation and submission of proposals. Furthermore, Mercy Corps reserves the right to reject any and all proposals, if such action

Response Documents

Offerors can either utilize the response documents contained in this tender package to submit their offer or they can submit an offer in their own format as long as it contains all the required documents and information specified by this tender.

Acceptance of Successful Response

Documentation submitted by offerors will be verified by Mercy Corps. The winning offeror will be required to sign a contract for the stated, agreed upon amount.

Certification Regarding Terrorism

It is Mercy Corps’ policy to comply with humanitarian principles and the laws and regulations of the United States, the European Union, the United Nations, the United Kingdom, host nations, and other applicable donors concerning transactions with or support to individuals or entities that have engaged in fraud, waste, abuse, human trafficking, corruption, or terrorist activity. These laws and regulations prohibit Mercy Corps from transacting with or providing support to any individuals or entities that are the subject of government sanctions, donor rules, or laws prohibiting transactions or support to such parties.

Mercy Corps’ Anti-Bribery and Anti-Corruption Statement

Mercy Corps strictly prohibits:

Any form of bribe or kickback in relation to its activities. This prohibition includes any request from any Mercy Corps employee, consultant or agent for anything of value from any company or individual in exchange for the employee, consultant or agents taking or not taking any action related to the award of a contract or the contract once awarded. It also applies to any offer from any company or individual to provide anything of value to any Mercy Corps employee, consultant or agent in exchange for that person taking or not taking any action related to the award of the contract or the contract.
Conflicts of interests in the awarding or management of contracts. If a company is owned by, whether directly or indirectly, in whole or in part, any Mercy Corps employee or any person who is related to a Mercy Corps employee, the company must ensure that it and the employee disclose the relationship as part of or prior to submitting the offer.
The sharing or obtaining of confidential information. Mercy Corps prohibits its employees from sharing, and any offerors from obtaining, confidential information related to this solicitation, including information regarding Mercy Corps’ price estimates, competing offerors or competing offers, etc. Any information provided to one offeror must be provided to all other offerors.
Collusion between/among offerors. Mercy Corps requires fair and open competition for this solicitation. No two (or more) companies submitting proposals can be owned or controlled by the same individual(s). Companies submitting offers cannot share prices or other offer information or take any other action intended to pre-determine which company will win the solicitation and what price will be paid.
Violations of these prohibitions, along with all evidence of such violations, should be reported to: integrityhotline@mercycorps.org.
Mercy Corps will investigate allegations fully and will take appropriate action. Any company, or individual that participates in any of the above prohibited conduct, will have its actions reported to the appropriate authorities, will be investigated fully, will have its offer rejected and/or contract terminated, and will not be eligible for future contracts with Mercy Corps. Employees participating in such conduct will have his/her employment terminated.
Violations will also be reported to Mercy Corps’ donors, who may also choose to investigate and debar or suspend companies and their owners from receiving any contract that is funded in part by the donor, whether the contract is with Mercy Corps or any other entity.