Open Tender Hotel Venue, Catering, & Accommodation

Tender Number:                             LBN-FW-2022-001

Contracting Authority:                  Democracy Reporting International gGmbH

Nature of contract:                        Framework Contract for Hotel Venue, Catering, & Accommodation

Service Time Frame:                      from the date of signature until 31 December 2022

Payment Currency:                        EUR or USD

Payment Method:                          Bank transfer

1. About DRI

Democracy Reporting International (DRI) is a non-partisan, independent, not-for-profit organisation registered in Berlin. It has been established in Lebanon since 2016. DRI promotes political participation of citizens, accountability of state bodies and the development of democratic institutions worldwide. Democratic discourse is the basis of our mission and vision. In our work, we facilitate discussion and exchange about democratic government and the need for a continuous discourse adhering to democratic rules.  

2. Description of the services required: Hotel Venue, catering, and the accommodation of DRI’s guests in 2022

DRI is seeking to sign a framework contract with a hotel to host multiple activities related to DRI’s mission and projects in Lebanon. The hotel will work under the overall supervision of DRI’s Country Representative and his assigned direct focal point from the DRI team in Lebanon.

3. Contents of this Tender Document

The document consists of the annexes indicated below and should be read in conjunction with any Addendum that may be issued by DRI.

• Annex II:              Proposal Submission Form
• Annex III:             Service Provider Information Form
• Annex IV:            Technical & Financial Proposal Form
• Annex V:              Criteria for Technical and Financial Evaluation
• Annex VI:            Declaration of Honour

4. Disclaimer

The submission for this tender document does not entail any commitment on the part of DRI, either financial or otherwise.

5. Deadline for submission of tender document

Tender documents must be sent no later than 5 March 2022 at 12:00pm local time (Beirut, Lebanon). Tenders received after the deadline will not be considered.

6. Submission of Queries for Clarifications

Any requests for clarification about the contents of the tender document shall be sent no later than 25 February 2022 to the following email address: e.haddad@democracy-reporting.org. DRI will provide response or clarification expeditiously; any delay in providing such information will not be considered a reason for extending the submission date. DRI will share the clarification response with all tenderers. Proposals with incomplete submissions will be rejected.

7. Award procedure

Only those tenders complying with the technical proposal as outlined in point 12 “Structure of the Proposal” and submitted by the established deadline as outlined in point 6 will be considered for the evaluation. The evaluation criteria are attached as Annex V.

8. Award criteria

Please see Annex V.

9. Exclusion criteria

Tenderers shall be excluded from participation, if

• they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; or if
• they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the DRI’s financial interests.

10. Operational language

Written communication for this proposal and the tender shall be in English. Informal communication will not be entertained unless allowed by DRI’s Procurement Policy.

11. Structure of Proposal:

The proposal should be structured in the following way: 1) Proposal Submission Form; 2) Service Provider Information Form;  and 3) Technical and Financial Proposal.

12. Additional information

Submitting an offer implies acceptance by the tenderer of all terms and conditions of this document and its annexes.

13. Confidentiality

The entire evaluation procedure is confidential.

14. Notification of Award

The successful tenderer will be informed in writing. Unsuccessful tenderers will be informed as well.

Your Duties and Responsibilities

Under the supervision of DRI’s Country Representative in Lebanon and in close coordination with the Procurement Coordinator, the selected Hotel shall:

1. Host all the activities and events requested by DRI in 2022.
2. Reserve the accommodation needed for all DRI guests along the year.
3. Adhere to DRI’s invoicing system and procedures.
4. Provide full, transparent, and fixed-unit prices for the following:

#

Description

1

Fully equipped venue to host DRI events (pens, notepads, projection, flipcharts, etc.)

• Up to 20 prs. (half days or full days)
• Up to 30 prs. (half days or full days)
• Up to 60 prs. (half days or full days)
• Up to 100prs. (half days or full days)
• Waiting area (kids’ area)

2

Provide catering for all DRI events

• Welcome coffee
• Single normal coffee break (half day)
• Single rich coffee break (half day)
• 2 coffee breaks (morning and afternoon)
• 2 rich coffee breaks (morning and afternoon)
• 1 coffee break and lunch
• 2 coffee breaks and 1 set menu lunch
• Standing lunch (reception mode)
• Dinner

3

Accommodation

• Single room king size bed, on B/B basis (up to 10 prs.)
• Single room king size bed, on B/B basis (up to 20 prs.)
• Single room king size bed, on B/B basis (more than 20 prs.)
• Double room on B/B basis

4

Storage area

• For DRI tools & equipment

5

Parking fees

• For events
• For guests (overnight)