1. GENERAL DESCRIPTION OF REQUESTED SERVICE(S)

Transcription

1 Page 1 of 6 Pages 1. GENERAL DESCRIPTION OF REQUESTED SERVICE(S) The Food and Agriculture Organization of the United Nations (FAO) intends to identify and appoint suitable suppliers/hotels to provide Hotel Venues and conferencing facilities. A total of 10 awards within Addis Ababa are envisioned and 4 awards for each Region outside of Addis Ababa are envisioned. In this respect, FAO is seeking to secure: A. Accommodation. B. Hotels, Venues or other entities providing conference venues and Meeting, conferences, workshop arrangements for FAO workforce and external partners. C. On Site and Off Site Catering Services. If the accommodation provided does not include breakfast, this must be stated clearly, otherwise, all accommodation are deemed to include breakfast as part or the rate. To this aim, the FAO would appreciate to receive your best rates for all categories of services, for Ethiopia. FAO organizes various trainings and workshops each year. It is therefore important that FAO identifies strategic hotels and engages these service providers through a competitive bidding process for the provision of Venue, Conference facilities and Catering Services. FAO intends to establish a Long Term Agreement (LTA) for the following services, as aforementioned: A. Accommodation Ability to accommodate meeting participants, staff and other delegates based on the following capacity per standard room (single/double bed): High Band 81 and more than 81 people. Medium Band 26 to 80 people. Low Band At least 9 to 25 people. Have basic facilities in the rooms such as single or double bed, Tea/coffee facilities, A/C, telephone for emergency, hot and cold water. Apart from the above, high band hotels and medium band are expected to have internet connection and safe deposit safes in rooms and washing/ironing provisions.

2 Page 2 of 6 Pages Optional Facility Secured parking facility. B. Conference Facilities based on 3 capacity options depending on the number of participants. A1. Lower capacity 9-25 participants A2. Middle capacity participants A3. High capacity 81+ participants i) The meeting room/conference room is expected to accommodate (but not be limited to): Official meetings of FAO Staff, Government, external partners and counterparts or other entities for more than 9 people. Providing reception finger food or meal (different options: one meal, full board, half board, continuous or one off coffee breaks) It would be preferable if the hotels have a 24 hour generator ii) Personnel The hotel should nominate a contract manager as focal point to deal with FAO on all matters concerning the management of the LTA. The name of the contact person must be stated in the response to this ITB. Qualified personnel to assist in a standard IT set-up and other requirements during conferencing. He/ She is expected to be competent and have at least 1 year previous experience in similar works. iii) It would be preferable if the meeting room facilities can be equipped with: a. flipchart b. markers c. notebook d. pen/pencil e. microphones f. projectors

3 Page 3 of 6 Pages g. Wi-Fi h. water/glass bottles i. Skype connection j. laptop/computers k. printing facility, copies l. podium m. additional screen i. natural light n. ability to arrange tables according to needs (theatre style, cabaret style, classroom/boardroom, U shape, cocktail, banquet) iv) Extra requirement: translation booth upon request. Indicatively: For a 90m 2 venue, maximum capacity Theatre: 75 people School: 40 people U-shape: 30 people Classroom/boardroom: 30 people Cocktail: 60 people Banquet: 60 people The above capacity is indicative. The Bidders should be able to provide the floor plans and photos of the proposed venues, as well as the maximum capacity for each setting/arrangement per venue. The Bidders should describe the capacity, size, facilities of each of the conference room it has (mentioning if there is a natural light) along with the prices, for each service, equipment. They shall both mention the cancellation policy, with possible flexibilities: e.g. Time 24h before event full cancellation fee can be waived; - Within 24h what is the minimum cancellation fee that can be offered. - Whether cancellation fee can be waived, if there is no meal requested, and used the booking in a later date (determining the period to be able to re-book). - Whether cancellation fee can be waived, if the meeting is rescheduled at another date. Only conference room prices (with facilities- and their prices) for capacity 9-25 people, people, and 81 people or over. 1. Half day meeting package (1 coffee/tea break/juice/assortments etc. inclusive of bottled water, fully equipped as per A above) 2. Half day meeting package (2 coffee/tea breaks/juice/assortments etc. inclusive of bottled water, fully equipped as per A above) 3. Half day meeting package (with continuous coffee breaks/tea/juice assortments etc. inclusive of bottled water, fully equipped as per A above)

4 Page 4 of 6 Pages 4. Half day meeting package (1 coffee/tea break/juice assortments etc. inclusive of bottled water, fully equipped as per A above and lunch) 5. Full day meeting package (2 coffee/tea break/juice assortments etc. inclusive of bottled water, fully equipped as per A, and lunch) 6. Full day meeting package (2 coffee break/tea/juice/assortments etc. inclusive of bottled water fully equipped as per A above, lunch and dinner) - Whether it is possible to offer the conference room for free of charge The Bidder must be knowledgeable of and prepare to offer the best price and clearly define fares which entail restrictive conditions (such as cancellation penalties or stay over). v) Shuttle Services - To have competent staff to facilitate FAO transportation. The relevant staff shall be a driver with at least 5 years experience, no accident record for the past 2 years, bearing all required state licenses. - The speed limits and all other traffic laws enforced by the local legislation shall be strictly adhered to. - The driver should be English speaker. Communication with FAO is always in English. C. On Site and Off Site Catering Services FAO frequently hosts conferences and meetings, requiring catering services for coffee Breaks/Refreshments, lunches and dinners/receptions both at the FAO Sub regional Office for Eastern Africa and Representation to the African Union (AU) and FAO Country Office, located at CMC Road, Bole Sub City, Kebele 12/13 - and off site, at a selected venue. Locations can include temporary tent structures in open air spaces and different meeting room locations in Hotel venues. Flexibility towards catering provision at the various locations from the side of the service provider is required, without this leading to changes in the agreed pricing level however. i. The Catering Service Provider should be able to: Cater appropriately to a wide range of event types, sizes, durations and customer requirements; Provide upon request different size tents, chairs, tables, table/chair clothes Cater for all dietary preferences and preparing all type of dishes, i.e. Vegetarian, Non- Vegetarian, Continental, International and Halal; Maintains consistency in high quality/nutritious of food and services;

5 Page 5 of 6 Pages Flexibility and responsiveness to changing customer requirements; The quality of food prepared must adhere to acceptable food industry standards and must be prepared in a clean and hygienic manner in accordance with all health and safety regulations; Ensure that collection and clean-up of goods and leftover s after the event is conducted, unless prior agreement with the agency to the contrary has been made; Proposed rates must be valid for 12 months with duration of the initial LTA of 3 years after the date of last signature of the agreement, the effective date; with the option of revising proposed rates annually The food service provider shall also be responsible for decoration specifically: - Provision and usage of high standard and relevant Food warmers and all appliances necessary for catering; - Provide Stainless Steel cutlery, crockery, and all other catering equipment required to successfully serve high quality services; - Provide qualified personnel, waiters / serving people where ever needed with atleast 3 years experience CVs and fit-for-work medical certificate of personnel should be provided upon request to demonstrate the experience and health condition of staff ii. Critical Condition Of Service Delivery of equipment and setting up of food must be completed at least 45 minutes before food is served; The preferred service provider should be able to respond within 1 business day for in house catering and 3 business days for offsite catering. The service provider should ensure that delivery and set up is ready at least 45 minutes before the start of an event; Service provider must be able to deliver services within 3 business days of placing the order; The service provider shall not duplicate lunch/breakfast buffet when booked for consecutive days; iii. Key Performance Standards Penalty as per the General Terms and Conditions of the LTA will be imposed on the caterer in the following cases: If there is a delay in service, the below penalty shall be applied: Delay Penalty 1 Hour to 2 Hours 2% of the agreed payment will be deducted of one day service payment 2 Hours to 3 Hours 3% of the agreed payment will be deducted of 1 day service payment

6 3 Hours to 4 Hours 4% of the agreed payment will be deducted of 1 day service payment 5 Hours and more 5% of the agreed payment will be deducted of 1 day service payment Page 6 of 6 Pages If the food supplied by the caterer is substandard / non-quality or insufficient; 5% of the agreed payment for the day will be waived If more than 30% of the survey s respondents rate the services provided by the Caterer as poor; 10% of the agreed payment will be waived The Caterer shall be solely responsible for any consequences due to food poisoning if it is proven that it is caused by the served food; Any staff of the Caterer, whose service is not satisfactory, would be replaced by the Caterer, in consultation with FAO concerned personnel iv. Documentation For Qualification Requirements Technical Evaluation Conditions: The Service Provider should have not less than three (3) years of proven experience in provision of Catering services; The Service Provider should hold food preparation, hygiene and customer care qualifications; Provide a list of events catered for over the last 36 months (list minimum 3 references with contacts); Should have a minimum of 3 years experience and skilled workforce in provision of catering services and customer care including being able to communicate well in spoken and written English The service provider should present the CVs of the essential personnel to demonstrate adequate experience and skills. Should be Registered and must have a valid Commercial Registration and Business Licensing

7 Tender ITB No. FAOETH/PRO/ADM/PU-/18 APPENDIX A Page 1 of 1 Page DOCUMENTATION AND FORMS TO BE SUBMITTED WITH THE TECHNICAL PROPOSAL Accommodation Service Provider - Business License Conference Facility - Business License - Floor plans and photos of the proposed venues Catering Service - Business License - Food preparation, hygiene and customer care qualifications - CVs & Fit for work Medical Certificates of Staff - 3 References and list of catered events in the past 36 months

8 Tender ITB No. FAOETH/PRO/ADM/PU-/18 APPENDIX C TIMELINE OF PERFORMANCE Not Applicable.

9 Food and Agriculture Organization of the United Nations the FAO Sub regional Office for Eastern Africa and FAO Representation in Ethiopia Tender ITB No. FAOETH/PRO/ADM/PU-/18 APPENDIX C PRICING PROPOSAL To be included as a separate document from the technical proposal. Accommodation Accommodation Rate Standard (as applicable) Deluxe (as applicable) Executive (as applicable) Single Double Single Double Single Double Price with Breakfast (as applicable) Price without Breakfast (as applicable) Conference Facility Conference Capacity Lower Capacity 9-25 Pax Middle Capacity Pax High Capacity 81+ Pax Conference Package Price Price Half day meeting package (1 coffee/tea break/juice/assortments etc. inclusive of bottled water, fully equipped as per A above) Half day meeting package (2 coffee/tea breaks/juice/assortments etc. inclusive of bottled water, fully equipped as per A above) Half day meeting package (with continuous coffee breaks/tea/juice assortments etc. inclusive of bottled water, fully equipped as per A above) Half day meeting package (1 coffee/tea

10 Tender ITB No. FAOETH/PRO/ADM/PU-/18 APPENDIX C break/juice assortments etc. inclusive of bottled water, fully equipped as per A above and lunch) Full day meeting package (2 coffee/tea break/juice assortments etc. inclusive of bottled water, fully equipped as per A, and lunch) Full day meeting package (2 coffee break/tea/juice/assortments etc. inclusive of bottled water fully equipped as per A above, lunch and dinner) Conference Package Flipchart Y / N Markers Notebook Pen/pencil Microphones Projectors Wi-Fi Water/glass bottles Skype connection Laptop/computers Printing facility, copies Podium Natural light Ability to arrange tables according to needs (theatre style, cabaret style, classroom/boardroom, U shape, cocktail, banquet) Providing reception finger food or meal (different options: one meal, full board, half board, continuous or one off coffee breaks)

11 Tender ITB No. FAOETH/PRO/ADM/PU-/18 APPENDIX C Catering Service Provider Catering facility Y / N Different size tents Chairs Tables Table/chair clothes Cater for all dietary preferences and preparing all type of dishes, i.e. Vegetarian, Non-Vegetarian, Continental, International, Halal and Fasting season assortments Stainless Steel cutlery, crockery, Food warmers and all other catering equipment