FWA for Hotel Facilities and Services for Workshops in Paraguay

Date documents can be requested until : 19 June 2025 16:00
Title : FWA for Hotel Facilities and Services for Workshops in Paraguay
Procurement No. : 100012917
Process : RFP
Description : Global Green Growth Institute in Paraguay invites all eligible hotels to submit their proposals for the Provision of Hotel Facilities and Services for Workshops, Conferences in Paraguay under a Frame Work Agreement spanning a period of 03 years. GGGI estimates that it undertakes approximately thirty-six events in the country annually, with sizes varying widely from small group meetings (10-20 participants) to large events (up to 100 participants or more).

PROJECT BACKGROUND:
Name: FWA for Hotel facilities and services for workshops
Date: May 2025
Location: Asunción, Paraguay

The purpose of this Request for Proposal (RFP) is to contract two Hotel Companies, which is hereunder referred to as the “Service Provider,” to support and assist in organizing and coordinating events across the Paraguay Program and the different Projects in the country.

GGGI estimates that it undertakes approximately thirty-six events in the country annually, with sizes 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, the Sub-Order (SO) to be issued later shall make a commercial commitment. GGGI will issue a minimum of one SO per service provider. GGGI has the discretion of awarding additional SOs depending on performance, especially the availability of the FWA service provider.

GGGI anticipates that the FWA will be effective starting July 2025. A designated focal point, hereunder referred to as the “Events Focal Point,” will oversee 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 2nd and perhaps 3rd year extension, the FWA Service Provider may either confirm the same price or increase their unit prices based on Paraguay's CPI (Consumer Price Index) or Inflation Index.

1) Objectives

Generate a Framework Agreement (FWA) with hotels in Asunción, 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 agree with two Service Providers that 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, most cost-effectively, ensuring adequate and timely provision.

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

2) Scope of Work

Event Logistics and Arrangements

This FWA intends to generate a contract detailing different service options, whose conditions and prices are pre-negotiated, for GGGI to select and confirm 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 properly implementing Events (event coordinator).
o Other requirements in the venue: Provide additional furniture, podium, lectern, decoration/flower arrangements, and other items.
- Catering services, including meals or specific catering requirements and hot and cold beverages:
o Provide all the needed services and supporting personnel for properly implementing events.
- Audio-visual equipment: Provide audio, sound systems, and visual equipment:
o Provide audio and sound systems, console and speaker systems, microphones, a projector, and a notebook.
o Provide a sound operator
o Provide visual equipment, LED screen.

• GGGI will plan and consolidate Paraguay's needs for events and workshops from different projects within the country.
• This planification will be rolled out biweekly and shared with the hotel for planning and reservation purposes.
• The Events Focal Point from GGGI will manage this function. This person will be responsible for confirming with the hotel the specific upcoming events, including details of dates, number of participants, time, and others, and will complete the SO, which will be agreed upon with the awarded Service Supplier (s).
• The agreement will present different options, each detailing the price for meeting rooms, catering services, visual and audio equipment, and other services.
• 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 the event planning list and the dates for each event with the hotel.
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, then. They 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 confirm the space reservation and services for the requested time and date.
o The event will take place as requested. The Service Provider will issue an invoice, which must come with a signed receipt from GGGI from the Events Focal Point or Project Manager confirming that the services were provided.

Other considerations
Instructions for submitting your Economic Bid

The aim of presenting the proposal in this format is to have a standardized structure that allows us to easily compare prices, including services, and specific conditions offered by each tender. By asking all bidders to complete the same table in the same format, we aim to ensure consistency in submitting bids, which will facilitate the evaluation process.

In this way, please consider the following information:

• The Service Provider must use the Price List and Event Scenario Spreadsheet detailed in Annex I for price quotation.
• Annex I list all the items the bidders are requested to submit a fixed price per item. This list shall be valid for one year.
o The Annex I format should not be modified in any way. If you think other services or products are recurrently used for events, and you may suggest including them in the list, please do so by adding lines below Other Services. Please use the same format and add prices to it.
• Each item should be quoted as a unit price.
• Your quote must be presented in USD (United States Dollars).
• Your quote must include all the taxes in compliance with the law (10% VAT), and the final document for invoicing is the “Factura Legal”.

Attached is a template of the Price List and Event Scenario Spreadsheet we kindly ask you to complete. The spreadsheet gathers detailed pricing information for the venue and related services for our upcoming event.

Please read this guidance carefully to fill out the Price List:

Instructions by Column:
Column I – Item: Refers to the identifying number of each category. No action is required for this column.
Column II – Description per category: Lists the description of the required services (e.g., room size, catering services, technical equipment, etc.). No action is required for this column.
Column III – Unit Price: Each item should be quoted as a unit price per person, including taxes, for each requested item.
If the service has an additional cost, enter the amount here.
If the service is already included at no extra charge, leave this column blank and write "Included" in Column IV.
Column IV - Comments: Use this column to add any additional information.
If the service is included in the venue rental or general package, write "Included."
You may also use this space to specify conditions, limitations, minimum quantities, time availability, etc.

Instructions by Category:
1. Venue
Indicate the price according to room size based on the number of participants. (e.g., , 40-60, 60-80, up to 80+ participants). These ranges help us estimate costs depending on the final number of attendees.
2. Other Requirements in the Venue
Provide each item's unit cost or package price in this section. If the service is already included in the overall venue rental cost, please indicate "Included" in column IV (Comments column).
3. Catering
Provide the unit price per participant for each service: Breakfast, Coffee Break, Lunch, Buffet Lunch, and Hot and Cold Drinks.
It is requested that service catering include a variety of foods: sweet and savoury, including baked goods and gluten-free options, beverages, for coffee break options and lunch. All drinks must be non-alcoholic.
It is requested that the Coffee Station and Coffee Break options be presented per set per person, including the options mentioned in the previous point.

4. Video and Audio:
Indicate the unit cost or package options for each listed item.
If any item is included at no extra cost, please mention it in column IV
5. Other Services:
In this section, include any other services not specified in the above items, but considered necessary.

Observation: There is no need to input any data in the Event Scenario sheet, as it is automatically populated from the Unit Price sheet. Any data entered in the Unit Price sheet will be reflected in the Event Scenario sheet.

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 t (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 JUNE 19, 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 19 June 2025 KST, then the due date for submission of request for clarification is 16:00 12 June 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:
To ensure you receive email alerts and notifications from our system, please add the email domain `@in-tendorganiser.co.uk` to your Safe Senders list.