About IDLO

 The International Development Law Organization (IDLO) is an intergovernmental organization exclusively devoted to promoting the rule of law. Established in 1983, IDLO works to enable governments and empower people to reform laws and strengthen institutions to promote peace, justice, sustainable development and economic opportunity. Its programs, research and policy advocacy cover the spectrum of rule of law from peace and institution building to social development and economic recovery in countries emerging from conflict and striving towards democracy. The Assembly of Parties is IDLO’s highest decision-making body. It is composed of Representatives of all Member Parties, which have joined the Establishment Agreement of IDLO. IDLO currently has 37 Member Parties. IDLO has its Headquarters in Rome, a Branch Office in The Hague, Liaison Offices for the United Nations in New York and Geneva, and Country Offices in Afghanistan, Armenia, the Bahamas, Burkina Faso, Honduras, Indonesia, Kenya, Kyrgyzstan, Jordan, Liberia, Mali, Mexico, Moldova, Mongolia, Myanmar, Niger, the Philippines, Somalia, Tunisia, Uganda and Ukraine. The work of IDLO is sustained by a dynamic, diverse, multinational and multicultural workforce, comprised of over 400 employees plus additional personnel in the non-employee category such as consultants and interns. About one fourth of the IDLO workforce is based in its Headquarters in Rome, while the rest are spread across the globe in our Branch and Country offices. 

Background 

This Invitation to BID (ITB) is for Hotel Services including lodging, meals, meeting rooms, internet service, waiter service, coffee and water station, snacks, catering services and lunches.

Condition of Contract and Expected Output 

IDLO is looking to establish one or several Framework Agreement(s) with able and qualified Suppliers. A Framework Agreement is a type of agreement with its terms and conditions under which procurement of goods or services can be effected over a specified period, but which places no obligation on IDLO to order any minimum or maximum quantity. All terms and conditions including the prices will remain unchanged during the period of the Framework Agreement(s). 

After entering into a Framework Agreement, IDLO shall place order on a “need basis”. 

Each Framework Agreement will have its specified list of services, indicating the upper ceiling price agreed at the ITB stage. The upper ceiling price list (as well as discounted rates, if applicable) are provisional and are intended solely for the purposes of evaluation and comparison of Bids and to determine the upper ceiling limit in the Framework Agreement. The Service Providers cannot go beyond the upper ceiling price.

After entering into a Framework Agreement, IDLO shall place order on a “need basis”. IDLO shall initiate a Secondary Tender to request confirmation from the Supplier on its goods and service availability and prices by email. The Supplier shall confirm by return email within 48 hours (including any applicable discounts). IDLO shall make award decision based on “lowest priced, most technically acceptable/compliant offer”. The confirmed award shall be in the form of a duly authorized Work Order. The Work Order is IDLO's commitment against Framework Agreements. The Work Order will provide information on the exact items, its quantities and unit prices (lifted from the Framework Agreement) in addition to other logistic details. The duration for Framework Agreement(s) is 12 months with an option to extend at the same price, terms and conditions for a second 12-month period subject to satisfactory performance and agreement by both parties. 

Scope of Services 

The scope of service is to provide to IDLO Hotel Services including lodging, meals, meeting rooms, internet service, waiter service, coffee and water station, snacks, catering services and lunches.

Qualifications of the Successful Contractor 

• Experience in the Hotel Industry: The contractor must possess prior experience in the hotel industry, preferably with successful contracts and references.
• Compliance with Regulations and Standards: The contractor must demonstrate knowledge of and adherence to all local and national regulations and standards related to the hotel industry. 
• Service Quality: It is expected that the contractor will provide high-quality services, meeting the hotel's standards and expectations in terms of cleanliness, maintenance, and customer service. 
• Adherence to Deadlines: It is of utmost importance that the contractor can deliver services within the agreed-upon deadlines. 
• Qualified Personnel: The contractor must have a trained and qualified team capable of efficiently and professionally executing the required tasks. 
• Effective Communication Skills: Effective communication is fundamental. The contractor should maintain open and fluid communication with the hotel's team to coordinate operations and promptly address any issues.

To view complete Terms of Reference and for submissions, please proceed to the following link:

https://www.idlo.int/tenders/honduras-itbhn202404-framework-agreement-event-and-hospitality-services 

All quotations must be submitted EXCLUSIVELY through the link above, failing to comply with this guideline will result in an invalid submission.

Deadline for Submission of Quotation: On or before Date: May 10, 2024.

Time: 15:00 hours Rome, Italy local time.

For any questions/clarifications related to this RFQ please contact IDLO [email protected] ONLY, and mention Clarifications ITB HN_2024-04 event and hospitality services in the subject section of your email no later than 48 hours prior to the deadline for submission. 

Thank you and we look forward to receiving your Quotation.