Request for Proposals
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951 and is committed to the principle that humane and orderly migration benefits both migrants and society.
In the framework of IOM Turkey’s programs, the IOM invites interested eligible Service Providers to submit Proposals for the hotel services and as per the below list.
The Service Provider will be selected based on considerations outlined in this RFP.
This RFP includes Instructions to Hotel Service Provider, Technical Specifications and administrative requirements that Service Providers will need to follow in order to prepare and submit their Proposals for consideration by IOM.
The Proposals must be delivered in a sealed envelope to the reception of IOM’s office at
- Esentepe, Dergiler Sk. No: 23, 34394 Şişli, İstanbul, Turkey (Attn: Logistics /Procurement Unit) or e-mailed to Procurement Istanbul at [email protected] no later than 3.00 pm on Friday the 20th of December 2019. No late proposal shall be accepted.
- To help us track our procurement effort, please indicate in your email where (vacanciesinturkey.com) you saw tender/procurement notice.
Proposals submitted after the above deadline will not be considered. IOM reserves the right to reject the whole or part of any or all Bids based on the fulfilment of the provisions described in the following GIS.
Service Provider which does not receive notification before the 27th of December 2019 can consider their bids unsuccessful.
IOM reserves the right to accept or reject any Proposal, and to cancel the procurement process and reject all Proposals at any time prior to award of Purchase Order or Contract, without thereby incurring any liability to the affected Service Providers or any obligation to inform the affected Service Providers of the ground for IOM’s action.
Please contact Mr. Onur GÖKÇE at [email protected] for any technical inquiries.
Very truly yours,
Procurement & Logistics Unit
IOM Istanbul
IOM is encouraging companies to use recycled materials or materials coming from sustainable resources or produced using a technology that has lower ecological footprints.
GENERAL INSTRUCTION TO SERVICE PROVIDERS (GIS)
1. Description of Services
IOM requests prospective Service Providers (Hotels) to submit their best priced proposals (corporate and United Nations rates) for providing different Meeting and Accommodation Facilities and Catering Services (the “Services”) in relation to IOM activities associated with conducting events, workshops, trainings, interviews, meetings, seminars, etc) with due consideration to the following requirements: ü Meeting and conference related accessories like; podium, sound system, projector, screen, microphones, etc.
- Meeting and conference related stationery like; flip chart, note books, pens, etc.
- A good speed of free wireless internet.
- Providing sufficient and experienced staffing to handle the required services smoothly and in timely manner.
- The categories for the accommodation and meeting package are found in Annex B in below.
General Notes:
- Each category may be ordered separately depending on IOM’s request.
- Rates must include the provision of; accessories, stationery, servants, utensils, food distribution and cleaning services, etc.
- Meals must be properly cooked and hot.
- The food must be of the highest quality.
- The services must be of the highest standards.
- All food prepared must be through using highest standards and hygiene methods to ensure the freshness and highest quality of the food and cooking service.
- Cooking utensils should be made from Aluminum or galvanized metal.
- Cooking process should be made on adequate source of heat that will allow temperature of cooked food to be more than 120 Celsius.
- Water used for the cooking and cleaning utensils should be clean water, purified and treated properly.
- All prices to be proposed must be valid at least for one calendar year from the date of the proposal.
- The caterer must have the necessary qualifications, licenses, experience and abilities to provide services to IOM.
- The Service Provider shall invoice IOM at the end of each service provision. Payments shall become due within 10 working days after IOM’s receipt and approval of the valid invoice.
- The Service Provider shall be responsible for the payment of all taxes, duties, levies and
charges assessed on the Service Provider in connection with this service.
2. Corrupt, Fraudulent, and Coercive Practices
2.1 IOM requires that all IOM Staff, manufacturers, Service Providers or distributors, observe the highest standard of ethics during the procurement and execution of all contracts. IOM shall reject any proposal put forward by Service Providers, or where applicable, terminate their contract, if it is determined that they have engaged in corrupt, fraudulent, collusive or coercive practices. In pursuance of this policy, IOM defines for purposes of this paragraph the terms set forth below as follows:
2.1.1 Corrupt practice means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence the action of the Procuring/Contracting Entity in the procurement process or in contract execution;
2.1.2 Fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, the Procuring/Contracting Entity in the procurement process or the execution of a contract, to obtain a financial gain or other
benefit to avoid an obligation;
2.1.3 Collusive practice is an undisclosed arrangement between two or more bidders designed to artificially alter the results of the tender procedure to obtain a financial gain or other benefit;
2.1.4 Coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any participant in the tender process to influence improperly its activities in a procurement process or affect the execution of a contract.
3. Conflict of Interest
3.1 All Service Providers found to have conflicting interests shall be disqualified to participate in the procurement at hand. A Service Provider may be considered to have conflicting interest under any of the circumstances set forth below:
3.1.1 A Service Provider has controlling shareholders in common with another Service Provider;
3.1.2 A Service Provider receives or has received any direct or indirect subsidy from another Service Provider;
3.1.3 A Service Provider has the same representative as that of another Service Provider for purposes of this Proposal;
3.1.4 A Service Provider has a relationship, directly or through third parties, that puts them in a position to have access to information about or influence on the Proposal of another or influence the decisions of the Mission/Procuring Entity regarding this Proposal process;
3.1.5 A Service Provider submits more than one Proposal in this Proposal process;
3.1.6 A Service Provider who participated as a consultant in the preparation of the design or technical specifications of the Goods and related services that are subject of this Proposal process.
4. Eligible Service Providers for the LTA (one-year Long Term Agreement)
4.1 Only Service Providers that are determined to be qualified shall be considered for award. In order to establish their eligibility, together with the Proposal the Service Provider shall submit the following;
4.1.1 Registration documents
4.1.2 Taxation cards
4.1.3 Past performance/experience of the same type of business
5. Clarifications and Amendments to RFP Documents
5.1 At any time before the submission of the proposals, IOM may amend the RFP. Any amendment made will be made available in writing to all bidders.
5.2 Service Providers may request for clarification(s) on any part of the RFP. The request must be sent in writing or by standard electronic means and submitted to IOM at the following address:
Address: IOM Istanbul, Esentepe Mah. Dergiler Sk. No:23 Sisli, Istanbul, Turkey
Attn: Mr. Onur Gökçe
Email: Procurement Istanbul [email protected]
Mob: 0536 866 3938
5.3 Service Providers shall not be entitled to base any claims on errors, omissions, or inaccuracies made in the proposal.
5.4 IOM will respond to any request for clarification received on or before the 17th of December 2019 by 5 pm. Copies of the response including description of the clarification will be given to all Service Providers who received this General Instruction, without identifying the source of the inquiry.
6. Errors, omissions, inaccuracies and clarifications
6.1 The documents and forms requested for the purpose of soliciting Proposals shall form part of the Contract; hence care should be taken in completing these documents.
6.2 Service Providers shall not be entitled to base any claims on errors, omissions, or inaccuracies made in the Proposal Documents.
7. Confidentiality and Non-Disclosure
7.1 All information given in writing to or verbally shared with the Service Provider in connection with this General Instruction is to be treated as strictly confidential. The Service Provider shall not share or invoke such information to any third party without the prior written approval of IOM. This obligation shall continue after the procurement process has been completed whether or not the Service Provider is successful.
8. IOM’s Right to accept any Proposal and to reject any and all Proposals
8.1 IOM reserves the right to accept or reject any Proposal, and to cancel the procurement process and reject all Proposals, at any time prior to award of contract, without thereby incurring any liability to the affected Service Providers or any obligation to inform the affected Service Providers of the ground for IOM’s action.
9. Requirements
9.1 Proposal Documents
The following shall constitute the Proposal Documents to be submitted by the Service Provider:
9.1.1 Proposal Form (Annex A)
9.1.2 Price Table Form (Annex B)
Service Providers are required to use the forms provided as Annexes in this document.
9.2 Proposal Form
The Proposal Form (Annex A & B) and other required documents shall be duly signed and accomplished and typewritten or written in indelible ink. Any correction made to the prices, rates or to any other information shall be rewritten in indelible ink and initialed by the person signing the Proposal Form.
The language of the Proposal shall be in English and prices shall be quoted in TRY—Turkish Lira, exclusive of Sales Tax.
Prices quoted by the Service Provider shall be fixed during performance of the contract and not subject to price escalation and variation on any account, unless otherwise approved by IOM. A submitted Proposal with an adjustable price Proposal will be treated as non-responsive and will be rejected.
9.3 Validity of Proposal Price
The submitted prices shall remain valid for a minimum period of 1 year, after the deadline for submission.
In exceptional circumstances, prior to expiry of the period of validity of Proposals, IOM may request that the Service Providers extend the period of validity for a specified additional period. The request and the response there shall be made in writing. A Service Provider agreeing to the request will not be required or permitted to modify its Proposal.
10. Submission of Proposal Documents
10.1 Proposals must be submitted in sealed envelopes addressed to Onur GÖKÇE, and/or by email to: [email protected] (Mobile +90 536 866 3938)
10.2 Proposals shall be submitted on or before 3 pm on December 20th, 2019. Late Proposals will not be accepted.
11. Acceptance of Proposals
11.1 IOM is not bound to take an immediate decision on the acceptability or unacceptability of Proposals at the time of their opening.
12. Rejection of Proposals
Proposal can be rejected for the following reasons:
12.1 The Proposal is not presented in accordance with this General Instruction;
12.2 The Proposal Form or any document which is part of it is not signed;
12.3 The Service Provider is currently under list of blacklisted Service Providers;
12.4 The Service Provider offer imposes certain basic conditions unacceptable to IOM; and,
12.5 Sudden internal operational and administrative changes within IOM.
IOM is not bound to accept any offer received and reserves the right to waive any minor defect in an offer, provided, however, that such minor defect (i) does not modify the substance of the offer and (ii) does not change the relative ranking of the Service Provider.
13. Evaluation of Proposals
13.1 IOM shall evaluate and compare the Proposals on the basis of the following:
- Completeness and responsiveness of the documents mentioned;
- Experience and past performance of the Service Provider relevant to the assignment;
- Compliance with the description listed above;
- The Financial Proposal;
- The Proposal contains all information specified in above articles. If any of the requested information is missing or is incorrect, the Proposal may be rejected on that sole basis and the Proposal will not be evaluated further.
- Arithmetical errors will be corrected on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the Service Provider does not accept the correction of the errors, its Proposal will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.
- The Proposals that pass the first administrative check will be evaluated on the relevance and design of the proposed action.
- Delivery Site and Period of Delivery (not applicable)
15. Negotiations
15.1 Contract negotiation is expected to take place no more than one week after notification of the successful bidder.
15.2 Negotiation will include discussion and finalization of a) Scope of Services; b) Technical requirements; d) the Financial Proposal submitted; e) payment terms; and f) the contractual terms. All agreements coming out of the negotiations will be incorporated into the contract.
16. Liquidated Damages
16.1 If the Service Provider fails to deliver any or all of the goods within the period specified in Clause 17 above, a penalty payment of 0.1% of the price of the undelivered goods for every day of breach of the delivery schedule by the Service Provider will be requested.
17. Payment
17.1 Full payment shall be made monthly basis upon IOM’s inspection and acceptance of the services,
and upon IOM’s receipt of the valid original invoice describing the services delivered.
18. Award of Contract
18.1 Following negotiations, the contract will be awarded to the selected Service Provider. Service Providers which do not receive notification before the 20th of Dec 2019 can consider their bids unsuccessful.
19. Settlement of Dispute
19.1 The United Nations Commission on International Trade Law (UNCITRAL) arbitration rules will apply for any dispute, controversy or claim that will arise in relation to the procurement process.
20. Confidentiality
20.1 Information relating to the evaluation of proposals and recommendations concerning awards shall not be disclosed to the Service Provider who submitted Proposals or to other persons not officially concerned with the process.
20.2 IOM shall not disclose any information in the Proposal to any third party without the prior written approval of IOM. This obligation shall continue after the procurement process has been completed whether or not the Service Provider is successful. IOM will however archive all Proposals for auditing purposes.
Annex A
PROPOSAL FORM
Date :
To : IOM Istanbul Logistics
Having examined the General Instruction for the Supply and Delivery of [insert description of services], the receipt of which is hereby duly acknowledge, I, representing [name of company]offer to supply and deliver the requested goods/services and services in conformity with the General Instruction inaccordance with the Price Table (Annex B) which is herewith attached and form part of this Proposal.
I undertake if my offer is accepted, to deliver the goods/services and services in accordance with the delivery schedule set out in the Price Schedule.
I agree to abide by this Proposal for the Validity Period specified in the General Instruction which may be accepted at any time before the expiration of that period.
I hereby certify that this Proposal complies with the requirements stipulated in the General Instruction.
Dated this______________day of_________________.
________________________ ________________________________
[signature over printed name] [in the capacity of]
Duly authorized to sign Proposal for and on behalf of
____________________________________ [name of company]
Annex B
PRICE TABLE FORM
The categories for the meeting package are:
| No. | Description | Qty. | Unit
Measure |
Season | Unit Price
(Euros) Up to 9 Pax (Individuals) |
Unit Price
(Euros) 10 Pax and More (Groups) |
| 1 | Accommodation for Single Room
(Bed and Breakfast) (Open buffet breakfast) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 2 | Accommodation for Single Room
(Half Board) (Open buffet breakfast and dinner) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 3 | Accommodation for Single Room (Full Board)
(open buffet breakfast, lunch and dinner) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 4 | Accommodation for Double Room
(Bed and Breakfast) (Open buffet breakfast) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 5 | Accommodation for Double Room
(Half Board) (Open buffet breakfast and dinner) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 6 | Accommodation for Double Room
(Full Board) (open buffet breakfast, lunch and dinner) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 7 | Accommodation for Triple Room
(Bed and Breakfast) (Open buffet breakfast) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 8 | Accommodation for Triple Room
(Half Board) (Open buffet breakfast and dinner) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 9 | Accommodation for Triple Room
(Full Board) (open buffet breakfast, lunch and dinner) |
1 | Per
Room /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 10 | Meeting Package (Half Day)
Conference Room (half day meeting room, one coffee break, full international lunch buffet, mineral water and one soft drink during the lunch, all below accessories included at the meeting) |
1 | Per
Person /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) | ||||||
| 11 | Meeting Package (Full Day)
Conference Room (full day meeting room, two coffee breaks, full international lunch buffet, mineral water and one soft drink during the lunch, all below accessories included at the meeting space, and stationery) |
1 | Per
Person /Per Day |
Low Season (Oct – May) | ||
| High Season (June – Sept) |
For extra guests, below charges shall be considered:
- Up to 6 years old: …
- 7 to 12 years old: …
- 13 year old and above: …