FWA for Hotel Facilities and Services for Workshops in Peru

Date documents can be requested until : 07 April 2025 17:00
Title : FWA for Hotel Facilities and Services for Workshops in Peru
Procurement No. : 100012402
Process : RFP
Description : Global Green Growth Institute in Peru invites all eligible hotels to submit their proposals for the Provision of Hotel Facilities and Services for Workshops, Conferences in Peru under a Frame Work Agreement spanning a period of 03 years.

PROJECT BACKGROUND:
Name: FWA for Hotel facilities and services for workshops
Date: 2025
Location: Lima, Perú

The purpose of this Request for Proposal (RFP) is to contract multiple Hotel Companies, which is hereunder referred to as the “Service Provider”, to support and assist in the organization and coordination of events across the Peru Program and the different Projects in the country.
GGGI estimates to undertake approximately thirty-six events in the country annually, with size varying widely from small group meetings (10-20 participants) to large events (up to 100 participants or more).
As a result of this RFP, GGGI plans to award a maximum of two Service Providers through a Framework Agreement (FWA). While the FWA shall not guarantee any actual or estimated volume of services, Sub-Order (SO) to be issued later shall make a commercial commitment. GGGI will issue minimum one SO per each service provider. GGGI has the discretion of awarding additional SOs depending on the performance and especially the availability of the FWA Service Provider.

GGGI anticipates that the FWA will be effective starting May 2025. There will be a designated focal point which is hereunder referred to as the “Events Focal Point”, which will oversee all the coordination process with the Service Provider(s), and the planning and confirmation of events. The Framework Agreements may be signed for up to three years, starting with a one-year agreement and with an option of extension based on the satisfactory performance of the Service Provider. The prices submitted by the successful bidder during the RFP shall be valid for one year under the initial duration of the FWA. When GGGI opts for the extension for the 2nd and perhaps 3rd year, the FWA Service Provider may either confirm the same price or can increase their unit prices based on the CPI (Consumer Price Index) or Inflation Index of Perú.

OBJECTIVE:
Generate a Framework Agreement (FWA) with a hotel in the Lima, which will offer us meeting rooms, catering services, audiovisual equipment and other complementary services required for our project’s conferences, meetings, seminars, workshops and other events; hereunder referred to as the “Events”. The purpose of this Contract is to come to an agreement with one (or maximum two) Service Provider(s), which could offer the needed services for our events and meetings

PROPOSED ACTIVITIES & SCOPE OF WORK:

1) Proposed Activities for the Overall Project

The Global Green Growth Institute (GGGI) invites qualified Service Providers to provide meeting rooms, catering services, equipment and other services, for our 2025 requirements.

The selected Service Provider shall provide event services and coordination, as specified in this TOR in the most cost-effective way, ensuring the adequate and timely provision of them.

The Service Provider shall provide prompt event services upon request. The products and services required, shall include but not limited to the items specified under the Scope of Work.

2) Scope of Work

Event Logistics and Arrangements

The intention for this FWA, is to generate a contract with details of different service options, whose conditions and prices are pre-negotiated, for a simple selection by GGGI together with a simple confirmation with the Service Provider.

Required Services for Events
• The Service Provider shall, upon request and to the extent required by GGGI, provide services to facilitate arrangements for Events in line with this TOR, including but not limited to:
- Venue rental, meeting rooms and preparation:
o Provide meeting rooms, meeting spaces (which could include open spaces), and the set-up and arrangements needed for each Event.
o Provide all the needed services and supporting personnel for the proper implementation of Events (event coordinator).
- Catering services: including meals or specific catering requirements, and hot and cold beverages.
o Provide all the needed services and supporting personnel for the proper implementation of Events.
- Audio-visual equipment: Provide audio and sound systems, microphones, projector and projection screen.
- Other Services: Provide additional furniture, internet services, streaming services, flower arrangements, blackboards, flipcharts, led screen (3x2), others.

• GGGI will plan and consolidate the Perú need for events and workshops, from different projects within the country.
• This planification will be rolled out biweekly and will be shared with the hotel for planning and reservation purposes.
• This function will be managed by the Events Focal Point from GGGI and this person will be responsible to confirm with hotel the specific coming events with details of dates, number of participants, time and others, and will complete the SO, the one that will be agreed with the awarded Service Supplier (s).
• The agreement will present different options, each one detailing price for meeting rooms, catering services, visual and audio equipment, and others.
• Any additional services, products or changes requested over the confirmed services, will need to be authorized by the Events Focal Point
• The event confirmation process will be as follows:
o Once a month, the Events Focal Point will share with the hotel the event planning list, and dates per each event.
o This information will be sent at least fifteen days before the event.
o The Events Focal Point will complete SO using the option and prices stated in the Contract, and will get a total amount per each event, with details of the options selected (selection of catering, date, time size of meeting room distribution, meeting room distribution equipment, and the other required details). Additionally, this format will include our project name, output, Project Manager name, and other information required for our internal control.
o This document will be validated and signed by the Events Focal Point, and sent as confirmation to the Service Provider. The Service Provider will accept the required details and will confirm the space reservation and services for the time and date requested.
The event will take place as per requested. The Service Provider will issue an invoice the one that must come with a signed receipt, by the Events Focal Point or Project Manager from GGGI, as confirmation that the services were provided

Other considerations
Instructions for submitting your Economic Bid
The objective of presenting the proposal in this way is because we need to have a standard format that allows us to compare prices and conditions between participants.

In this way, please consider the following information:

• The Service Provider must use the Excel Chart detailed in Annex I, for price quotation.
• Annex I lists all the items that the bidders are requested to submit as fixed price per each. This list shall be valid for one year.
o The Annex I format should not be modified in any way. If you think there are other services or products that are recurrently used for events, and you may suggest including to the list, please do so by adding lines below Other Services. Please use the same format and add prices to it.
• At the end of Annex I, you will find the detailed specification for each catering option.
• Each item should be quoted as unit price.
• Some Service Providers calculate their Meeting Room prices based on the total consumption of catering services. This way, we have created together one line for Meeting Room and one line for the Catering option, and this repeats down per each Catering option.
• Then you will add the unit price for the Catering option, and the unit price for the Meeting Room.
• For calculation purposes, use the unit price for the Catering option and multiply for the maximum quantity of participants to get the total amount of catering services. This amount should be used for your calculation of the Meeting Room price (several hotels have transmitted this way of calculating their prices, but this does not mean you should do it this way).
• You should quote the unit price for Breakfast and fill in the information. Then multiply this unit price by the maximum quantity of participants (in this case 20 participants) and get the total amount for Catering services. This total amount for Catering services, should be used for the calculation of the Meeting Room price.

o The Meeting Room price will remain fixed despite the number of participants having Breakfast withing this category.
o This is the criteria that shall be used for all pricing with the rest of number of participants and catering options.
o Per each catering option, you should use the maximum quantity of participants to calculate the total amount for Catering.
• GGGI will pay within 30-days after receipt of the invoice upon successful implementation of the event per each Sub Order.
• Your quote must be presented in USD (United States Dollars).
• Your quote must include all the taxes in compliance of law (18% VAT + 10% service), and the final document for invoicing is the “Boleta”.

For more details, please refer to the Terms of Reference (TOR) document attached.

IMPORTANT TIMELINES:
The pre-bid conference for this RFP will be held virtually through M/S Teams two weeks after tender publication date (specific date and time TBC) to address any queries/clarifications relating to the assignment and procurement process
Interested parties should send the email addresses of the attendees through e-Procurement Portal (Correspondence Tab) to receive the e-invitation

The tender submission deadline is APRIL 7, 2025 16:00 HRS KOREAN STANDARD TIME (KST).

If any bidder has any request for clarification on the TOR or any part of the tender documents, GGGI will be happy to clarify if they are received on or before 7 days before the deadline (namely: if the tender submission deadline is 16:00 7 April 2025 KST, then the due date for submission of request for clarification is 16:00 31 March 2025 KST).

Interested parties will be required to register their details on the GGGI e-Green Procurement Portal (https://in-tendhost.co.uk/gggi).

HOW TO OBTAIN THE DOCUMENTS:
Documents can be accessed via the e-Green Procurement Portal by selecting ‘View Details’ on the relevant notice and then clicking the ‘Tender Application’ button. If you are a new supplier, you will be required to register your details. If you have an existing account, you will need to login to the portal. Please refer to the guidance documents under the `Supplier Guidance` area of the portal for further information.

ONLINE TENDER MANAGEMENT:
Once in the Tender Management Area for the tender, there are five possible tabs: ‘Tender’, `Tender Documents`, ‘Correspondence’, ‘Clarifications’ and ‘History’. Select the 2nd tab (`Tender Documents`) where you will find useful information regarding the RFP. Scroll down to the heading ‘Tender Documents Received’ where you will be able to view / download the documents.

OPTING IN & OPTING OUT:
Please note that you may be required to ‘Opt In’ before you can start populating your response. The ‘Opt Out’ functionality will also be available throughout the duration of the tender process. Opting out will give you the option of declaring you no longer want to receive any further communication in relation to this tender along with the opportunity of providing comments and feedback for this decision. You can choose to ‘Opt In’ at any time during the tender process if you initially decided to ‘Opt Out’.

SUBMITTING YOUR RESPONSE VIA THE PORTAL:
Please note that you may be required to ‘Opt In’ to be able to submit a response through the portal. Tenderers will be required to upload any mandatory Placeholders (i.e., specified documents) within the `Tender Documents` tab. The ability to attach additional documents may also be available. Your proposal will not be submitted until you click `Submit Return`, located towards the bottom of the screen. On clicking `Submit Return`, you will receive a receipt confirming that your proposal has been submitted to GGGI.
Please read Instructions on How to submit the Proposal.

NOTIFICATION EMAILS:
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