Rfp L061 - Conference Room Rental June 9, 10 And 11 2017.

REQUEST FOR PROPOSAL RFP #: L601 Section 1: Instruction to Offerors I. Introduction: ARK DMCC Group is a development consultancy committed to empowering local communities and beneficiaries in conflict, post-conflict, and fragile areas through the provision of evidence-based programmatic interventions, policy recommendations and training services. ARK DMCC Group, acting on behalf of the UK Agency for International Development (UKAid) under the Palestinian Youth Programme, contract # 01355 843874 is soliciting offers from hotels or of similar services to participate with submitting proposals to services specified in the attached Scope of Work to ARK DMCC Group Corporate Services department by June 6, 2017, 4:00PM. The purpose is to rent a venue with full board, specifically 2 coffee breaks and a lunch and a complimentary morning coffee break for the days of 9, 10 and 11 June 2017 . This is needed to conduct a workshop for 36 to 46 participants and trainers. The trainings are to take place during the suggested dates from 9:00am-4:00Pm.(Check Scope of Work Annex 1 for a detailed description of the service) Late or incomplete proposals will not be considered. Additional instructions for preparing a proposal are provided herein. ARK DMCC Group, will issue an award. The successful offeror shall be required to adhere to the statement of work and terms and conditions of the subcontract, which are incorporated in Section III herein. This RFP does not oblige ARK DMCC Group to execute a subcontract nor does it commit ARK DMCC Group to pay any costs incurred in preparation and submission of the proposals. Furthermore, ARK DMCC Group reserve the right to reject any and all offers, if such action is considered to be in the best interest of ARK DMCC Group. Unless otherwise stated, the periods named in the RFP shall be consecutive calendar days. II. Procedures for Submitting Proposals and Awarding Contract Interested and qualified hotels may submit their offers electronically. to the following email address: To: pdamouni@arkgroupdmcc.com. CC: myounes@arkgroupdmcc.com Please include in the Subject of the email as a reference: RFP L601 Technical and Financial bids are to be sent in separate attachments to the above email addresses. The subject headings must clearly state the RFP number which is L601. Bids should be on official letter heads preferably stamped and signed. A commercial circular should also be sent as an attachment. Failure to agree and comply with any of the above specifications will result in the bidder being considered unresponsive and the proposal may be rejected. Faxed offers will not be considered. Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein. Late offers may be considered at the discretion of ARK DMCC Group. ARK DMCC Group cannot guarantee that late offers will be considered. 2. Proposals will be evaluated on the 6th of June, 2017 and winning bidder will be contacted subsequently. 3. Discussions may be held to clarify proposals. If any such discussions are held, bidders will be notified that a best and final offer may be submitted by a revised deadline. The best and final offer provides the opportunity for bidders to revise their proposals based on additional information gathered during discussions. If a best and final offer is not submitted, the previous offer will be considered as the best and final offer. 4. Any questions raised regarding this RFP must be in writing and emailed no later than 5th of June 2017 to pdamouni@arkgroupdmcc.com and Copying myounes@arkgroupdmcc.com. The RFP number, L601 should be quoted in all correspondence. ARK reserves the right to reject any and all proposals submitted and to request additional information from all bidders. Proposal Format Technical Proposal: All bidders must submit in a free format the following: 1. Title page ( refer to annex 2 for a sample of a title page) Each proposal must contain a title page that identifies the following : RFP number and subject and provides the bidder’s Name Address Email Telephone number The name and title of a contact person Taxpayer identification number Official Bank Account Number USD bank account details including IBAN, Swift and BIC code when available. 2. Company profile and qualifications Copy of the commercial circular Copy of company registration with the MoF. A description of the bidder, including structure and size of the company. Previous experience working on the same services with similar companies or organizations Two to three references with their contact info. 3. Cost Proposal The cost proposal is used to determine which proposals represent the best value and serves as a basis of negotiation before award of a subcontract. The price of the subcontract to be awarded will be an all-inclusive fixed price. No profit, fees, taxes, or additional costs can be added after award. Nevertheless, for the purpose of the proposal, offerors must provide a detailed budget showing major line items, e.g. rate per unit and inclusive of what. All items, services, etc. must be clearly labeled and included in the total offered price. All cost information must be expressed in USD inclusive of VAT and other taxes. ARK DMCC Group reserves the right to request additional cost information if the evaluation committee has concerns of the reasonableness, realism, or completeness of an offeror’s proposed cost. IV. Validity Period Offerors’ proposals must remain valid for 60 calendar days after the proposal deadline. VI. Payment terms Payments are only done by bank transfer up to 30 days of after the invoice is submitted to ARK DMCC Corporate Services Department. Payments will be done upon delivery of services; no advance payments are done prior to the end of service. V. Evaluation and Price Criteria After a technical score for each bidder has been established, the price proposals will be evaluated and points will be added based on the proposed price. The maximum score for price will be assigned to the bidder offering the best value for money and proportional scores will be assigned to the other proposals. Section 2: Offer Checklist To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFP: □ Title, signed by an authorized representative of the offeror (see Annex 2 for template) □ Official quotation, including specifications of offered □ Copy of offeror’s required documents as stated in article III paragraph 2. Annexes to the RFP: 1- Scope of work 2- Title page Annex 1 Scope of Work SCOPE OF WORK RFP L061 1. Background ARK Group is a development consultancy committed to empowering local communities and beneficiaries in conflict, post-conflict, and fragile areas through the provision of evidence-based programmatic interventions, policy recommendations and training services. ARK DMCC Group is currently implementing a three years’ programme funded by UKAid, entitled Palestinian Youth Programme. Under this above-mentioned programme, a training will take place over the course of three days, involving a group of 36 to 46 youths. The training will cover several topics such as Grants mechanism, Monitoring and Evaluation and Proposal Writing and Budgeting. The trainings are full day trainings and will take place on the 9th, 10th and 11th of June. As such full board with the option of a lunch will be needed. 2. Purpose The purpose of this service is to rent venue including two conference room, to implement a three-day training for up to 46 persons. The two-conference room should be adjustable to be used as one big conference room or be separated to two conference rooms. 3. Timelines The training will take place from June 9-11, 2017 from 9:00am until 4:00PM. This will be the case for the 3 days of the training. 4. Description of Services Required and Deliverables Below description of services needed concern all three days of the training: Venue of two meeting rooms. Individually each meeting room should have a capacity of 23 people seated AND at least one of the meeting rooms should have the capacity of 46 seated people as some training sessions will be joint sessions. Two adjacent meeting rooms with a separating partition that can be folded to have one big meeting room for the joint sessions is also a viable option. The meeting rooms need to be equipped with minimum of 2 microphones, 1 LCD projector and2 flipcharts per meeting room. WIFI access Round tables accommodating for 23 seated participants per meeting room. Head table for 2 people per meeting room. A decent sound delivery system per meeting room. A complimentary coffee break is expected. In addition to the complimentary coffee break, 2 standard coffee breaks are needed per meeting room. Lunch, preferably buffet like. Additional flip charts should be available in case they are needed. Hotel to prove that guests are insured against accidents (On site). Technical environment. Meeting rooms should be sufficiently sound proof to ensure the tranquility of the trainees. Blinds and temperature in the meeting rooms should be adjustable if required. In case of technical problems, a hotel staff is expected to intervene asap to find a solution. Preferably day light meeting rooms. 5. Submission of bids and Payments Schedules Submission of bids Technical and Financial proposals are to be submitted as separate documents to the following email address : To:pdamouni@arkgroupdmcc.com CC:myounes@arkgroupdmcc.com Subject:RFP L601 Please make sure that bids are on company official letterhead documents. Bids should include company commercial circular and USD bank account details including IBAN, Swift and BIC code when available. The bid offering the best value for money will be selected. This scope of work shall constitute a part of the agreement. Payment Schedules Payment is done by bank transfer. Payments might take up to 30 working days after the issue of the invoice. A receipt and a SoA will be expected after the reception of the transfer. Annex 2 Title Page [Offeror: Insert date] [Insert name of point of contact for RFP] [Insert designation of point of contact for RFP] [Insert project name] ARK Group DMCC Reference: Request for Proposals [Insert RFP name and number] Subject: [Offeror: Insert name of your organization]’s technical and cost proposals Dear Mr./Mrs. [Insert name of point of contact for RFP]: [Offeror: Insert name of your organization] is pleased to submit its proposal in regard to the above- referenced request for proposals. For this purpose, we are pleased to provide the information furnished below: Name of Organization’s Representative ___________________________ Name of Offeror: ___________________________ Type of Organization: ___________________________ Taxpayer Identification Number __________________________ Address: ___________________________ Telephone: ___________________________ Fax: ___________________________ E-mail: ___________________________ Official Bank Account Number USD bank account ___________________________ details including IBAN, Swift and BIC code when available. As required in the RFP we confirm that our proposal, including the cost proposal will remain valid for 60 calendar days after the proposal deadline. We are further pleased to provide the following annexes containing the information requested in the RFP: Copy of the commercial circular Copy of company registration with the MoF. A description of the bidder, including structure and size of the company. Previous experience working on the same services with similar companies or organizations Two to three references with their contact info. Sincerely yours, ____________________ Signature [Offeror: Insert name of your organization's representative] [Offeror: Insert name of your organization]