Hotel Services – 150-VII-2025

IDRAAC is seeking to establish an agreement with a 4-star hotel

The purpose of this procurement is to secure venues for multiple training sessions and workshops to be held between August 2025 and July 2027. Selected hotels will be contracted for a period of 24 months to provide professional and cost-effective services.

We invite hotels to submit quotations based on the following service packages:

1. Full-Day Conference/Training Room Package (1 Coffee Break + 1 Lunch)

• Conference room setup (U-shape or classroom-style)
• Provision of projector, flipcharts, notepads, pens, markers, paper, etc.
• 1 coffee break (morning or afternoon)
• 1 lunch (buffet or set menu, with soft
• drinks and water)
• Minimum participant requirement (if any)

2. Full-Day Conference/Training Room Package (2 Coffee Breaks + 1 Lunch)

• Conference room setup
• Provision of projector, flipcharts, notepads, pens, markers, paper, etc.
• 2 coffee breaks (morning and afternoon)
• 1 lunch
• Minimum participant requirement (if any)

3. Half-Day Conference/Training Room Package (1 Coffee Break only)

• Conference room setup and materials
• Provision of projector, flipcharts, notepads, pens, markers, paper, etc.
• 1 coffee break only (no lunch)
• Minimum participant requirement

4. One-Night Stay + 1 Full-Day Training (1 Coffee Break + 1 Lunch)

• 1 night accommodation with breakfast included
• 1 full-day conference room rental with 1 coffee break + 1 lunch
• All materials included
• Minimum participant requirement

5. Accommodation Only (with Breakfast)

• Quotation for room rates with breakfast included, for individual or group bookings
• Useful for multi-day training where the venue is already secured

6.Accommodation Only (without Breakfast)

• Room rate only (no meals) – suitable for shorter or custom packages

Evaluation Criteria:

The selection of the hotel(s) will be based on the following evaluation criteria:

1- Site Visit :  Venue meets standards of cleanliness, safety, accessibility, and parkin.  A site visit will be conducted to the company during the technical evaluation – 15%

2- Availability: Flexibility and availability on required days. Advise the lead time needed to grant a booking at the Hotel- 15%

 0-3 days-  15 pts; 3 to 5 days - 10 pts; 5 to 10 days - 5 Pts

3- Training Environment: Professional and welcoming training environment Based on the Site visit, it will be determined – 5%

4- Due Diligence: Previous experience working with NGOs organizations. Provide details, a minimum of THREE clients/reference, including email address, contact name & phone number. These references could be private entities, NGOs, or UN - 20%

5- Payment Method:  Proposed payment method and terms Through bank payment at the end of each month – 5%

6- Financial / Commercial Offer: based on the price – 40%

Additional Information:

• Kindly provide a list of inclusions and any applicable discounts or special packages for NGOs.
• Hotels must be licensed and capable of issuing proper fiscal invoices.