PEACE CORPS OVERSEAS REQUEST FOR QUOTE TEMPLATE
CONTRACTING OFFICER GUIDANCE
ð Contracting Officers will use this template for all purchases greater than $10,000 shall use this template.
ð The sections in RFQ correspond to the Elements of a Contract.
ð Guidance to Contracting Officers for completing the Peace Corps RFQ Template has been followed.
ð Instructions for each “[Note to Contracting Officer]” have been followed.
ð “[Notes to Contracting Officer]” which are embedded in the template have been deleted before final printing, posting, or sending to OACM to review.
ð Any blank rows or columns have been deleted.
ð Contracting Officer has actually read RFQ prior to soliciting quotes.
PEACE CORPS
Overseas Request for Quotation (RFQ) for Supplies/Services/Equipment
ANNOUNCEMENT February 1, 2017
Peace Corps intends to offer a firm-fixed price contract for Conference Services to include the dates of June 26 – July 01, 2017. The services requested include hotel lodging, meals and beverages, conference room with equipment and transportation from Accra airport to the venue. The venue should be located in Accra. The full conference will begin on June 27 and conclude on June 30, 2017. We anticipate 37-42 participants in total.
Interested vendors should submit a quote for the services as described in this RFQ.
Quotes are due by close of business on January 30, 2017 to Melanie Huckstep, and Beryl Ammah, .
Any questions regarding the RFQ may be addressed to the same persons. Offers received after the closing date will not be accepted.
A. Price/Period of Performance: June 26 – July 1, 2017
Services
Please specify if quotes are US Dollars or Ghana Cedi. Price/Period of Performance:
Supplies or Equipment
Item / Description / Qty / Unit Price / Total Price001 / Lodging June 26 – July 01, 2017 (breakfast included) / 37
002 / Conference Room for 37-42 participants June 27 – June 30, 2017 / 1/day (options for 1 additional break-out areas to accommodate 15 people)
003 / Conference Room Equipment (screen, sound system, access to wi-fi) See dates in 002 / Daily (see dates in 002)
004 / Meals – Lunch June 27 – 30 / 42
005 / Meals –Coffee/Snack break (am/pm) June 27 – 30 / 42
Transportation:
Airport pick-ups from Kotoka International Accra Airport to the hotel on various days for incoming and outgoing participants. If not included as part of the standard hotel amenities, please include a quote in your proforma.
Lodging:
The Contactor will provide 37 rooms from June 26-June 30, 2017 with check-out on July 1, 2017 for the full time of the conference. Breakfast should be included in the room rate for all participants. Wifi should be available in rooms and public spaces.
Conference Facilities:
The Contractor will furnish a conference room large enough to accommodate 37-42 people with space for break-out sessions of smaller groups as necessary. Peace Corps will provide a laptop and projector and the Contractor will furnish a screen and sound system. Dedicated, secure Wifi should be available in the conference room and breakout room.
Meals and Snacks:
The Contractor will provide breakfast as part of the room rate. Local participants not staying at the hotel will not take breakfast. Lunch, and small coffee/snack breaks in the morning and afternoon will be provided on meeting days only for all participants. Meals should include a variety of food to include Ghanaian and continental cuisine. Vegetables and non-meat proteins should be included for each meal. Juices, bottled water, tea and coffee should be provided along with a light snack at break times.
Please refer to vendor checklist for additional factors we will consider in our selection at the end of the RFQ.
B. Location of Work
Accra, Ghana
C. Delivery Schedule
Delivery Date(s): All delivery should be at the stated times indicated in Part A. Payment will occur within 30 days of accurate invoice at close of conference unless a partial payment is negotiated prior to the conference start date.
Delivery Location: Accra, Ghana
D. Acceptance Criteria
Lodging: Cleanliness of rooms on daily basis, professionalism of staff
Conference Facilities: Cleanliness of conference room, screen/sound system in good working condition, ability to access wifi securely and with a strong signal.
Meals: Timeliness of meals and breaks, vegetarian/non-meat options available for all meals, cleanliness of meal area and professionalism of staff
Transportation: Timeliness of pick-up, professionalism of driver, tidiness and quality of transportation, service/maintenance record of vehicle, flexibility based on unforeseeable airport/flight delays
E. Contract Terms and Conditions
Payment will be made at the close of conference via EFT upon receipt of accurate invoices. If you require partial payment in advance, please state this with your proforma.
The Peace Corps Contracting Officer reserves the right to increase or decrease number of rooms by 15% within 72 hours of the conference and increase or decrease number of meals by 15% within 24 hours of the meal.
F. Peace Corps Payment Schedule and Terms
Supplier will receive payment in approximately 30 days after acceptance and receipt of valid/accurate invoice.
G. Evaluation Factors:
Award will be made after consideration of the following factors as marked below:
X Price
___ Delivery Timeframe
X Payment Terms
___ Warranties
X Internet/Wifi connectivity
X Safety and Security of the venue
X Other (Factors from the Venue Identification checklist will be taken into account)
Award may be made to other than the low priced quote. The award will be made to the total quote that offers the best value in accordance with the above evaluation factors.
H. Instructions to Vendors:
a. Please read RFQ in its entirety including factors that will be considered in making award in Section G.
b. Return completed RFQ by due date as follows:
1) Fill in prices in Section A or provide a proforma including all relevant details
2) List/state any other terms or items in Section I 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.
3) Sign and return RFQ by required due date.
I. Other Terms/Items Offered at No Additional Cost:
SUPPLIER AUTHORIZED REPSENTATIVE
Name: ______Position/Title: ______
Signature: ______Date: ______
Phone: ______Email: ______
Vendor Identification Checklist Factors that may also be considered in final award of contract
1. The hotel has room (and conference room) availability during the desired dates of the conference for the total number of guests.
2. Type of rooms available appropriate for guests?
3. Neighborhood is safe
4. There is accessibility to amenities such as banks/grocery stores/restaurants,
5. Does the hotel offer/include transportation?
6. The hotel offers a pleasant environment, where, as appropriate staff can enjoy a side attraction.
7. The hotel has appropriate meal options (either inside the hotel or within a few minutes’ walk, as appropriate for the conference content).
8. The hotel offers WIFI in guest rooms.
9. Is Wi-Fi included in the price of the guest rooms?
10. Has Peace Corps used this hotel before?
11. Is breakfast included with the room?
12. Does the hotel allow early check-in or late check-out?
13. Does the hotel require an upfront partial payment, or can they accept a letter of intent?
14. Is a secretarial room available? (Someplace to act as a home base and keep equipment locked up – would this room be accessible after normal business hours).
15. Do facilitators have access to the space for 24 hours or are there specific hours in which the conference room(s) can be used?
16. Will a fee be charged if access is needed outside of standard business hours?
17. Is the conference space included in the price of the rooms?
18. Is anything complimentary?
19. Is there a cost for requested equipment or is it a part of a conference package?
20. Is there a cost for supplies used or is it part of a conference package?
21. Does the hotel have any appropriate informal gathering spaces, such as a lobby or patio, where participants can engage in small group activities?
22. Is there natural light in the conference rooms?
23. Will conference room have space for 3 people per table with a comfortable amount of space.
24. If there are power outages, does the hotel have a back-up generator?
25. How many breakout rooms are available?
26. What A/V equipment can the hotel provide?
27. Number of people who can fit in the largest conference room
___ Other (Specify)
OACM
October 2010 Page 2 of 5