Hotel

Invitation to tender

Background:

The Palestinian Association for Empowerment and Local Development – REFORM is a Palestinian NGO that works in the fields of empowerment, local development, and social transformation. Seeking to promote inclusion and social solidarity in Palestine through empowering marginalized hard-to-reach groups, and structural reform. REFORM aims to enhance the social and political participation of marginalized hard- to-reach groups and community activism, to facilitate equal access to public utilities through strengthening the capabilities of young and women, and to provide a reliable database for the political and administrative decision makers in Palestine.

REFORM is planning to have a centralized Accommodation contract with a Hotel for the year 2022. Interested Hotels shall submit their offers latest by Thursday, 22.02.2022 ,4:00 PM.

Notes:

• • The Hotel will provide accommodation, hall rentals and meals as requested.
  • The Hotel must be located in Ramallah district.
  • Price offers must be valid for one year starting from contract date.
  • Number of participants will be determined per activity and will be decided three days prior to the implementation of activities.
  • REFORM will pay only on actual use of the halls, rooms, coffee breaks and meals according to the actual number of participants, the number will be finalized with service provider by the end of each day. 
  • The Hotel shall make sure and use their best effort to host and facilitate the accommodation of REFORM's participants.
  • Hotel must be able to hold activities/events indoors and outdoors and must have enough space to ensure physical distancing. Indoor halls must have enough windows to maintain the renewal of fresh air. 
  • Winner Hotel must cover advertisement fees.
  • REFORM is not obliged to contract with the lowest price.
  • In case of day workshops, an agreement will be placed to include hall rental fees and if necessary overnight stay for a number of participants.
  • Halls should be equipped with projector, flipcharts, pens, papers, sound system, and any other needed stationary. 
  • Wi-Fi internet must be available and free of charge.
  • Facemasks and hand sanitizers, any requirements enforced by the Palestinian ministry of health must be available at all times.
  • In case of room cancellation within 3 days prior reservation date, no cancellation charges should be applied and paid.
  • In case of room cancellation within less than 3 days prior to reservation date, the Hotel has to specify the % of charges to be paid (it should not be more than 1 day of room cost).
  • In case of improper services and delivery delays REFROM will unfortunately end the agreement or will estimate and deduct from the agreed upon amount on a solo basis.
  • If three written notices have occurred, REFORM will end the agreement and contract with the second-best offer.
  • REFORM will specify the type of meals (buffet or seated) and the shape and capacity of the training hall prior to the implementation of the training.
  • REFORM has the full right to cancel the tender in case of any improper services.
  • REFORM is not obliged to contract with the Hotel for one-day workshops. One-day workshops can be conducted elsewhere depending on the type of activity/event to be implemented.
  • In case the winning Hotel has no availability for the requested services (at the time of our reservation) the Hotel  is obliged to provide the same services through partnership with another Hotel with the same specifications (please specify in the offer the percentage of the extra charge in this case and it will be taken into consideration).
  • In case of conferences, the hotel must have halls that have a capacity of more than 200 people enough to maintain physical distance. 
  • Payments will be made in ILS within three weeks from the invoice date.
  • The Hotel must have a parking lot for cars.
  • Prices must be in ILS excluding VAT.

Offers must include the following:

1. Price offer submitted on the attached Prices table.
2. Valid deduction at source certificate شهادة خصم مصدر سارية المفعول 
3. Letter to confirm the ability to issue ZERO Vat invoices.
4. The Hotel must submit a list of available halls and specify its capacity, availability of different shapes and availability of windows enough for air renewal.
5. Complete contact details of a person/s to whom further correspondence must be sent, including name, position, email address and phone number.
6. Detailed description of the meals (seated or buffet).

• Hotels with branches or can contract other Guest-house  in different cities rather than Ramallah with the same prices and similar conditions will be given priority. 
• Offer should be drafted in English, signed, and stamped in a sealed envelope and delivered by hand to the following address:

The Palestinian Association for Empowerment and Local Development- REFORM, Tirawi Building, 2nd floor in Al Masyoun, Ramallah. 

Evaluation criteria:

Submitted offer will be evaluated as follows:

For more information, please do not hesitate to contact us on the following contact details: 

Telefax:  02-2966645, Email: [email protected].

For more details, kindly check the enclosed TOR.