Background: IPA is a research and policy Non-Governmental Organization (NGO) that discovers and promotes effective solutions to global poverty problems. IPA designs, rigorously evaluates, and refines these solutions and their applications together with researchers and local decision makers, ensuring evidence is used to improve the lives of the world’s poor. Since being founded in 2002, IPA has worked with over 400 leading academics to conduct over 500 evaluations in 51 countries.
IPA Rwanda was established in 2013 and has multiple active projects spanning Education, Agriculture, Finance, and Health. IPA Rwanda predominantly implements randomized evaluations in collaboration with the academics, the Government of Rwanda and other development NGOs to evaluate the impact of new development concepts to help inform future government policy and development projects. IPA Rwanda has restricted grant income of approximately 1.2- 1.4m USD per year.
Synopsis of the Request for Quotation
IPA Rwanda invites qualified vendors to submit quotations for provision of hotel service as follows:
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RFQ No. |
RFQ No. 006/11/11/2024/HS |
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Issue Date |
November 5th, 2024 |
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Title |
Provision of Hotel Services |
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Issuing Office |
Innovations for Poverty Action (IPA), Rwanda Plot 1123, KK23/KK387, Kicukiro (IPA Rwanda office map), Phone: +250 788 345 894 |
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Deadline for Receipt of Questions |
November 8th , 2024 |
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Point of Contact for Questions |
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Deadline for Receipt of Quotes. |
November 12th ,2024, at 5PM |
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Submission Address |
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Anticipated Award Type |
A firm-fixed-price contract Issuance of this RFQ in no way obligates IPA to award a subcontract or purchase order and Bidders will not be reimbursed for any costs associated with the preparation of their quote. |
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Basis for Award |
An award will be made to the responsible bidder whose bid is responsive to the terms of the RFQ and is most advantageous to IPA considering price or/and other factors included in the RFQ. To be considered for award, bidders must meet the requirements identified in Section 4, “Determination of Responsibility”. No discussions or negotiations are permitted with bidders, and therefore bidders shall submit their best and final price. |
Request for Quotation
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General Instructions to Bidders |
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Questions Regarding the RFQ |
Each Bidder is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted in writing to the Issuing Office no later than the date specified above. All questions received will be compiled and answered in writing and distributed to all interested Bidders. |
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Technical Specifications and requirements for Technical Acceptability |
The list of services required is provided in Attachment: 1: Price Schedule. |
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Determination of Responsibility |
IPA will not enter into any type of agreement with a vendor prior to ensuring the service provider responsibility. When assessing a vendor’s responsibility, the following factors are taken into consideration:
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Compliance with Terms and Conditions |
Bidder shall be aware of the general terms and conditions for an award resulting from this RFQ. The selected Bidder shall comply with all Representations and Certifications of Compliance listed in Attachment Terms and Conditions. |
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Procurement Ethics |
By submitting an RFQ, Bidders certify that they have not/will not attempt to bribe or make any payments to IPA employees in return for preference, nor have any payments with Terrorists, or groups supporting Terrorists, been attempted. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Bidders or the IPA staff may report violations to the Toll-Free Ethics and Compliance Anonymous Hotline at +1 844 837 5445. |
Attachment 1: Price Schedule
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1 |
Accommodations |
Unity Price (VAT Inclusive) |
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1.1. |
standard single rooms |
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2 |
Conference facilities |
Unity Price (VAT Inclusive) |
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2.1 |
Full day conference package (meeting room, 2 coffee breaks per day, open buffet lunch, flip charts and Marker, pens & notepads, 2 bottled water, Audio visual equipment (Sound mixer, microphones, speakers, projector, screen projector …) |
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Total |
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Price schedule: The above price will revise after one year |
We, the undersigned, provide the attached quote in accordance RFQ # _______ dated _________Our attached quote is for the total price of _____________________ (figure and in words)
I certify a validity period of ___days for the prices provided in the attached Price Schedule/Bill of Quantities. Our quote shall be binding upon us subject to the modifications.
We understand that IPA is not bound to accept any quotes it receives.
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
Telephone:
Email:
Company Seal/Stamp:
Attachment 2: Terms and Conditions
- The Request for Quotes is not and shall not be considered an offer by IPA.
- All responses must be received on or before the date and time indicated on the RFQ. All late responses will be rejected.
- All unresponsive quotes will be rejected.
- All quotes will be considered binding offers. Prices quoted must be valid for entire period provided by respondent.
- All procurement will be subject to IPA contractual terms and conditions and contingent on the availability of donor funding.
- IPA reserves the right to accept or reject any quotation or cancel the procurement process at any time, without assigning any reason, and shall have no liability to any vendors submitting quotations for such rejection or cancellation of the procurement.
- IPA reserves the right to accept all or part of the quotation when awarding the purchase order/contract.
- All information provided by IPA in this RFQ is offered in good faith. Individual items are subject to change at any time and all bidders will be provided with notification of any changes. IPA is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom.
- IPA reserves the right to require any bidder to enter into a non-disclosure agreement.
- The bidders are solely obligated to pay for all costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response.
- All Responses and supporting documentation shall become the property of IPA, subject to claims of confidentiality in respect of the Response and supporting documentation, which have been clearly marked confidential by the bidder.
Attachment 3: Detailed hotel requirement
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# |
Hotel Name |
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Obligatory/Desirable |
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1 |
Hotel Rating: (2 to 3 Starts) |
yes |
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2 |
Hotel location Must be in Bugesera District/Muhanga District/Rubavu District/ Huye District and Musanze District. |
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Driving distance from IPA Office (Kicukiro District) |
Any Distance |
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3 |
Hotel Security (acceptable, unacceptable) |
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Availability of emergency exits |
yes |
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Exit & Safety equipment signs |
yes |
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Fire & Panic alarm system |
yes |
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Smoke detection system in each room and other premises (lobby, hallways, dining area, kitchen, parking lots, etc) |
yes |
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Fire extinguishers on each floor and in public areas |
yes |
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Fire escape ladders and stairs |
yes |
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Availability of safety boxes in all rooms |
yes |
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Availability of sufficient Security Guards on duty 24 hours |
yes |
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First Aid Kits |
yes |
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4 |
Hotel Staff |
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Reception opened, accessible by phone 24 hours from inside and outside |
yes |
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Bilingual staff (Kinyarwanda/English) |
yes |
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Systematic complaint management system |
yes |
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5 |
Standard single room quality and facilities |
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Availability of individual WC/bathroom facilities |
yes |
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Room cleaning frequency (min 1 time per day) |
yes |
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Telephone availability (local and international calls) |
yes |
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Dressing mirror, place to put the luggage/suitcase |
yes |
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Wired or wireless Internet access in the room |
yes |
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Mirror and place for luggage (suitcases) |
yes |
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6 |
Hotel Facilities |
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Outside look of a hotel (building, adjacent territory) |
yes |
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Inside look of a hotel (interior, cleanness) (+ or -) |
yes |
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Breakfast buffet or breakfast menu card via room service |
No |
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Parking area |
yes |
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Airport transfer availability |
No |
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Lobby with seats and beverage service |
yes |
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Wireless Internet access in public areas (lobby, hallways, dining area, etc.) |
yes |
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Conference Facilities |
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Conference rooms (equipment, cleanness, temperature) |
yes |
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Wireless Internet connection in Conference rooms (availability, speed) |
yes |
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Arrangement of coffee-breaks |
yes |
Done at Kigali on November 05, 2024
IPA Rwanda