PR12830608_ Accommodation and event venue services

RFQ Number: PR12830608 The Bureau of International Narcotics and Law Enforcement (INL) at the U.S. Embassy in Quito, Ecuador intends to award a Firm Fixed-Price Contract and requires contracting “PR12830608_ Accommodation and event venue services”. 1. TASKS INL is seeking accommodations for up to 100 people and a conference room to host an event. The selected contractor will be expected to complete the following tasks: 1.1.The contractor shall arrange and confirm accommodation for 100 participants, providing single rooms in a suitable hotel in Quito with amenities. The accommodation must include security services for the safety of all guests. 1.2.The contractor will be responsible for coordinating with INL officials to schedule and plan the activities of the event, which is scheduled to take place in the last quarter of 2024 in Quito, Ecuador. 1.3. The contractor shall provide and set up necessary conference facilities, including but not limited to: 1.3.1. Audio-visual equipment (microphones, projectors, screens, sound systems) 1.3.2. Seating arrangements 1.4. The supplier shall organize the set-up of the event venue according to the needs of the activities to be carried out. This coordination must be done in advance with both the end user's point of contact and the INL officials. 1.5.The contractor shall provide daily cleaning services for all conference and accommodation facilities to ensure a hygienic and pleasant environment throughout the duration of the event. 2. DELIVERABLES 2.1. Accommodation Confirmation: The contractor shall provide a detailed report confirming the booking and arrangement of single rooms for 100 participants at the designated hotel in Quito at least 10 business days before the event. 2.2. Conference Setup Report: The contractor shall submit a setup report detailing the audio-visual equipment, seating arrangements, and conference materials provided, including setup completion confirmation, 2 days before the conference begins. 2.3. Daily Cleanliness Report: The contractor shall provide a daily report on the cleanliness of the conference and accommodation facilities, documenting the cleaning activities performed each day throughout the event. 2.4. Final Deliverable: The contractor shall deliver a final report summarizing all services provided, including accommodation, conference setup and cleaning, within 5 business days after the end of the conference. 3. REQUIREMENTS The final confirmation of the total number of guests will be made no later than October 18, 2024. The contract final amount will be calculated by multiplying the quoted unit price for accommodation by the total number of participants. This will be the final and actual amount to be paid upon completion of the event. The unit prices quoted for accommodation and the conference room are not subject to change after the award of the contract. Approximately 100 sleeping rooms will be requiring for 4 nights. 4 Star or Higer Venue. 3.1 Accommodation Requirements Quantity: 100 single rooms – To be confirmed (TBC) Room Type: Standard, single occupancy. Capacity : Each room must accommodate 1 person. Stay Dates: Last quarter of the 2024 (4 nights). Included Services: Secure Wi-Fi, air conditioning, and private bathroom. 3.2 Event Space Requirements Quantity: Space to accommodate 100 participants - TBC. Event Dates: Last quarter of the 2024 (3 working days). Equipment: Screens and Projectors: A minimum of five (5) screens and projectors. Sound System: Sufficient quantity to effectively cover the event. Microphones: Adequate number to meet the needs of the event. Daily cleaning of event space. 3.3 Security requirements: On-site security services must be provided for the accommodation and event venues. Security cameras at strategic locations. Presence of security guards-on-site. The contractor will be responsible for the security of the facilities during the event. The National Police of Ecuador will provide additional security during the conference activities. 3.4 Special Terms and Conditions The contractor shall maintain the confidentiality of the information during the event and shall no socialize information about the event to other public and/or private sector. The contractor shall only share information and coordinate with INL Ecuador and the end user’s point of contact. The contractor shall designate an Event Manager and a Hospitality Manager as direct points of contact throughout the duration of the event. These individuals will be responsible for efficiently addressing any concerns or issues that may arise during the event. The total number of guests will be confirmed no later than October 18, 2024, after the award of the purchase order. The contractor shall provide flexibility by allowing up to 30 days for confirmation of any changes without incurring additional costs. This includes changes in the number of guests or dates due to force majeure or other unforeseen circumstances. 3.5 Industry standards The contractor must ensure that the hotel complies with all local health and safety regulations, including fire safety regulations and emergency management procedures. The hotel must have staff trained in customer service and event management, with experience in organizing conferences and managing large groups of people. The hotel must provide accessibility services for individuals with disabilities and comply with INEN standards to ensure the comfort of the participants. 4. RESOURCES 4.1 The contractor will coordinate with the end user and INL to schedule the conference room. 5. PLACE OF PERFORMANCE 5.1 The maintenance will be completed in Quito, Ecuador. 6. QUALITY CONTROL If end user or INL Ecuador officials finds an incomplete service does not meet the quality offered by the vendor, they should immediately refrain from receiving it and notify the Contractor. If the Contractor fails to meet the performance standard, the U.S. Government reserves the right to act, including a deduction from any invoice. 7. WARRANTY The Vendor must provide warranty of the good quality of the integral service during the event. 8. SERVICES AND PRICES The Contractor shall provide to the U.S. Government the services as described in the specifications for the stated firm fixed price. The price shall include all direct and indirect costs. The price will not be subject to adjustment after the award of the contract. Offerors shall include specific details and delivery dates in their responses to this Synopsis. All prices shall be listed in USD. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. The payment method used by the Embassy of the United States of America is: 100% payment in 30 days once the goods are received and the invoice is submitted. No advance payment is considered, no payments will be made for any unauthorized supplies or services or for any unauthorized changes to the work specified herein. This includes any services performed by the awardee of its own volition or at the request of an individual other than a duly appointed Contracting Officer (CO). Only the duly appointed CO is authorized to change the specifications, terms, and/or conditions of the contract. 9. EFFECTIVE PERIOD OF CONTRACT This contract shall be effective as of the date of the Contracting Officer's signature and shall remain in force until all services have been received and inspected by the U.S. Embassy and the end-user. 10. NONPAYMENT FOR UNAUTHORIZED WORK No payments will be made for any unauthorized supplies or services or for any unauthorized changes to the work specified herein. This includes any services performed by the awardee of its own volition or at the request of an individual other than a duly appointed Contracting Officer (CO). Only the duly appointed CO is authorized to change the specifications, terms, and/or conditions of the contract. 11. EVALUATION CRITERIA Technically acceptable offer and best price offer on the market. 12. PROCESS SCHEDULE We will evaluate offers based on the best value to the US Government, please see below the following tentative schedule: Preproposal conference will be held by September 09, 2024 at 03:00 pm (Quito, Ecuador time). Questions regarding to this bid will be received by September 13,2024. Responses to all the questions will be provided by September 16, 2024. Final offers will be received by September 20, 2024. Note: * The preproposal conference for September 09; this event aims to enable a detailed of the request service. To this end, we kindly request that you confirm your attendance no later than September 06. Please provide the following information of the person who will be attending the conference via email to Valeria Rueda, INL Procurement Agent, [email protected] : full name, identification number, and the company they represent. 13. POINT OF CONTACT Direct any questions regarding this project to Valeria Rueda Procurement Agent, at telephone number +593 99-202-8803, Email: [email protected], in writing to same e-mail addresses. 14. SAM REQUIREMENT Pursuant to FAR 4.1102, bidders are required to be registered in SAM (System for Award Management) at the time a quotation is submitted. In order to register to SAM, please follow the instructions detailed in the following link: https://sam.gov/content/home