P O Box 29348, Kampala

Plot 48, Malcolm X, Kololo

+256 317 111200 OR. +256 752 111201/2

REQUEST FOR QUOTE (RFQ) OR BID FORM

Date:

Peace Corps intends to offer a firm-fixed price contract for Conference facilities, to include accommodation and meals for:

Conference Category:…………………………………

Name of Vendor:………………………………………

Address: ………………………………………………..

Location:……………………………………………….

Interested vendors should submit a quote/bid form for the services as described in this Request for Quote (RFQ) form. The RFQs must be addressed to the following Points of Contacts (POC). Only electronic applications will be processed.

Points of Contact (POC) Name:

  1. Florence Kobwemi:
  2. Esther Hadoto:

Quotes are due at Peace Corps by 5:00 PM on April 24, 2017

  1. Price/Facilities Available

Supplies or Equipment

Category / Item/Description / Number of Items/Rooms / Rate Per Unit Cost
Meals/Refreshments
Breakfast
Break tea (am)
Lunch
Break tea (pm)
Drinking water (jumbo)
Drinking water (500ml)
Conference Halls/Rooms
Conference rooms
Break out spaces
Lockable Storage Room
Office Space
Tents
Supplies
White Board
Projector Screen
Other Services offered:

B. Acceptance Criteria:

1.) All deliverables were met in accordance with the defined schedules and requirements stated in Section A.

2.) Final billable amountsto the US Peace Corps will be based upon actual number of participants, actual usage of rooms, actual meals allocated and and actual usage of other amenities. No minimum numbers will be guaranteed.

C. Contract Terms and Condition:

Peace Corps uses a standardized contract template (No other contract will be used). This is the standard policy of the US Government.

D. Payment Schedule and Terms:

Payment arrangement is through Send Bill Arrangement (with minimum down payment as negotiated with the Contracting Officer (s). Supplier/Contractor will receive payment in approximately 30 days after the actual event and after acceptance/receipt of accurate invoices or billing statements.

E. Evaluation Factors:

1.)Award will be made after consideration of the following EVALUATION FACTORS as marked below;

____Price (Within the allocated venue budget or within market value)

____Room Accommodation (Ability to provide required of beds/rooms)

____Meals (Can provide a reasonable meal menu)

____Facility Requirement (Can provide the required number of function and break out rooms and other facilities such as open space area)

____Location, plus Safety & Security (Duration of travel; accessibility to safe public transport, accessibility to a health facility in case of emergencies)

____Service (Adequate staffing support during the events and has a point of contact person to directly assist Peace Corps in coordinating the event requirements)

____Agreeable to Peace Corps terms and Conditions (Agrees to a 30 day send bill arrangement. Final billing is based on actual usage)

____Miscellaneous Items that add value (Recreation activities within the venue, located near a commercial center, complimentary inclusions such as internet/wifi services)

2.) Award may be made to other than the lowest priced quote. The award will be made to the total quote that offers the best value in accordance with the above evaluation factors.

F. Instructions to Vendors:

1.) Please read the Request for quote (RFQ) in its entirety including factors that will be considered in making the award in Section E.

2.) Kindly use and complete this bid form/RFQ only. No other quotations/proposal format will be entertained. No need to re-type the bid form using your company’s letterhead. This is the standard policy in US Government.

Vendors are advised not to bid if they cannot comply with Section B, C and D.

3.) If you are to respond to more than one category of workshop, please use a separate RFQ for each.

4.) Please pay attention to the requirements of each category of workshop.

5.) The dates for the specific events/workshop will be finalized with the best bidder.

6.) The points of contact (POC) will be available to answer your questions from April 25 - 29, 2017. After the dates specified, no more questions will be allowed.

Return completed RFQ/bid form by due date as follow;

A.)Fill-in prices in Section A.

B.)List/state any other terms or items in Section A (Rates) not requested in the RFQ that is believed would benefit Peace Corps and would improve consideration for selection. These terms/items must not increase the prices quoted in Section A (Rates)

G. Vendor’s Information:

Vendors are requested to forward the company’s profile, past customer list, brochure, sample pictures, sample menu and other related information about the venue (Please do not attach heavy documents. Try to zip them as much as possible)

SUPPLIER AUTHORIZED REPSENTATIVE

Name: ______Position/Title: ______

Company: ______Address: ______

Phone: ______Email address: ______

Website address (if available) ______

Date: ______