UN Hotels and Event Services Common LTA's Palestine

UN Women wishes to establish multiple long-term agreements (LTAs) with multiple qualified and local hotels. UN Women and other UN Agencies (mainly ILO, OCHA, UNDP, UNICEF, UNOPS, FAO, UNFPA, WFP, WHO and UNSCO) in the country will be using these LTAs. The targeted areas will be three cities as follows: Ramallah, Bethlehem and Jericho, Palestine. Vendors should clearly indicate for which area(s) they are applying for on both technical and financial bids. Vendors must submit complete technical and financial bids for each area (if applying for multiple areas).

Following this procurement exercise, UN Women will be awarding one or more contracts depending on the following factors: UN Women will award a contract to all security cleared hotels in Palestine (Ramallah, Bethlehem, Jericho) who submit an offer in response to this call and who pass the evaluation. It is a mandatory requirement that interested bidders must have security clearance by the United Nations Department of Safety and Security - UNDSS. Interested bidders that are not security cleared by the UNDSS, should contact the following focal point; their application will be put on hold until the security process is completed, and security clearance is confirmed. Mr. Nabil KoRT UNDSS - LSA West Bank United Nations Department of Safety & Security | (I/WB/G)Tel/fax:  +970-2-2974833 | cell: +972 – (0)599 522 316 / +972 (0)548 174 145email: [email protected]

In the event of UN Women signing long-term agreement(s) (LTA), the following shall apply:

The successful proposer(s)/Hotel(s) shall be contracted for an initial period of one year with an option for a further extension of 3 years (at UN Women’s discretion), on annual basis, subject to satisfactory contract performance, continued needs of UN Women and budget availability.

UN Women reserves the right to partially award contract /LTA

UN Women intends to award more than one LTA, (Ramallah, Bethlehem, Jericho). During the validity of the LTAs, the LTA holders (contract awarded vendors) will be invited to provide their best offer and confirm availability for specific event and/or requirements with a shorter submission deadline (usually 2-3 business days). This is also known as secondary bidding that ensure best value for money through effective competition within the LTA holders only. The offer price through secondary bidding cannot exceed the rates set in the LTA price schedule.

UN Women will not be committed to purchase any minimum quantity of the Services, and purchases will be made only when there is an actual requirement. UN Women shall not be liable for any costs if no purchases are made under any resulting LTA. All reductions in market prices mandated by the provider will be passed on in full to UN Women.

UN Women reserves the right to utilize other sources at the organization’s discretion to assure value for money.

The confirmation of orders for specific requirements will be placed by issuing Purchase Orders.

Other UN Agencies may opt to piggyback on the established LTAs where a separate agreement might be issued by relevant UN Agency based on their specific requirements.

Hotels would be allowed to subcontract interpretation and translation services. Hotels may opt not provide a quotation for these services, and in case provided a quote, UN Women reserves the right to obtain these services from the hotel or through other procurement processes. Interpretations and equipment obtained by UN Women through other processes should be granted access to the hotels holding the event.

Hotels should have the capability to provide the video conference equipment by own resources or through subcontracting.

Requirements are comprised of the following Lots:

Applicable for all three areas - Ramallah, Bethlehem and Jericho, Palestine

The requirements split into four Lots:

Lot 1: Hotel Accommodation in security cleared hotels

Lot 2: Provision of Conference Rooms and Coffee Breaks

Lot3: Interpretation and translation services

Lot4: Video Conference equipment services

The lots will be contracted in a single contract.

UN Women has the right to use the services of all lots, or only one of the lots. The exact number of participants and required services will be confirmed one (1) week before the event date. Payment will be done based on the actual number of participants confirmed by UN Women at least one day before each event.

Call off order Procedures:

After signing the long-term agreements with multiple qualified bidders; and once services are needed, all contract holders will be requested to provide a financial offer and confirm availability within 2-3 days from receiving the request from UN Women or any other UN agency where secondary bidding subsequent offers should not go beyond the set ceiling price provided in the financial offers. The resulted call-off-order (purchase order) will be awarded to the LTA holder with the lowest price given that all needed services are included and available. If not, the next LTA holder will be contracted given that all needed services are included and available. The call-off-order will be issued before the event by 2-3 days.

Quality control/requirements:

The winning service providers are expected to provide high quality services in an efficient manner. Thus, the following herein prescribes key performance indicators set by UN Women (on behalf of the other UN agencies):

Quality Standards:

The accommodation rooms must be clean, safe, and readily available to accommodate all participants.

The meeting halls are clean and equipped with needed facilities and tools.

Accuracy:

Ability to generate bills that are transparent and easy to understand without errors.

Ability to handle simultaneous requests by UN Women and other UN agencies efficiently and effectively. Hotels should respond to UN Women and other UN agencies requests within a maximum of 3 working days.

The service provide must assign a qualified focal point to handle all requests under this call for proposals and respective LTA/s.

The service provider must assign enough supporting staff to accommodate the organizers and respond to organizers’ requests

Complaint Handling: ability to resolve complaints in an efficient/amicable manner

Link: https://www.ungm.org/Public/notice/174592