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SOLICITATION FOR A BASIC ORDERING AGREEMENT FOR HOTEL AND CONFERENCE VENUE
SERVICES – RFQ/15/155
QUESTIONS & ANSWERS
1. Should the proposal be in PDF format or Word format?
a. Proposals may be submitted in either format, as long as they include all of the requested
items listed in the RFQ document, including the pricing table attached herein. Word
Document formats of the RFQ may be requested by email from Elizabeth Durbin
(edurbin@ifes.org) or Melanie Poulsen (mpoulsen@ifes.org).
2. Is there a form Service Providers should use to document past performance and experience?
a. There is no formal template. Please provide a list of names, addresses, phone numbers,
emails and a point of contact for former employments.
3. Is IFES entitled to US Government per diem rates? Is there a per diem limit for stay per night for
travelers in Kyiv? What is the limit (please note with or without VAT)?
a. Yes, as a USAID-funded organization, IFES is subject to US Government per diem limits.
Please reference DSSR rates.
4. With which hotels does IFES already cooperate with in Kyiv?
a. IFES holds events at various hotel in Kyiv each year as needed. IFES currently does not have
any longterm contracts with hotels in Kyiv.
5. How ofte do you have events in Kyiv? Are they always with accommodation? What was the volume
of stay in RN during 2014 in 4 and 5 star hotels in Kyiv? Do you have any statistics?
a. IFES holds events in Kyiv approximately every one-two months, and require accommodation
for nearly one-third of these events.
b. IFES does not currently maintain statistics on hotel usage in Kyiv.
c. Most IFES events in Kyiv do not require accommodation.
6. How many events do you expect to have this year in Kyiv?
a. Approximately two-three large events for over 100 people, and eight-10 smaller events for
around 30 people.
7. Is there an average number of participants for IFES events in Kyiv?
a. Usually 30, but occasionally up to 250 participants. Selected hotels do not necessarily need
to be able to accommodate events of both sizes. Please indicate in your submission the
maximum number of participants your venue can accommodate.
8. Regarding accommodation services: IFES asks for prices for both a double and single room. Does a
double room indicate a room with two single beds?
Ukraine RFQ/15/155
Page 1 of 5
a. Yes, double rooms should have two single beds. Per the units listed in the pricing table in
the RFQ and attached herein, all accommodation pricing should be listed per room.
9. Is DDR required in the pricing table?
a. Prices are to be provided on an per unit basis, as indicated, without an VAT/taxes of any
kind, as IFES Ukraine is exempt.
Please find attached to this document the Pricing Table found in the RFQ , which can be provided in
Word Document format upon request from both Elizabeth Durbin (edurbin@ifes.org) or Melanie
Poulsen (mpoulsen@ifes.org).
Ukraine RFQ/15/155
Page 2 of 5
ATTACHMENT A – DESCRIPTION OF GOODS/SERVICES & PRICING TABLE
Please note: The number of guests requiring rooms and training participants requiring meals &
refreshments are subject to change for each event. Service providers are required to provide
maximum capacity of their conference facilities, along with the reservation and/or cancellation
policies.
Description
Estimated Room
Dimensions
No. of Rooms or
Conference Halls
Double Room
Single Room
Large Conference Hall
Medium size Meeting
Room
Small Meeting Room
Room Capacity
100 to 250 participants,
please specify max limit.
50 to 75 participants
please specify max limit.
30 participants max.
Please provide check-in and check-out times; early and late checkout fees; and penalties for
cancellation of rooms.
Service providers are required to complete the following pricing table without VAT:
S.N
Services
Unit
1.
Double room – with breakfast
2.
Single room – with breakfast
3.
Double room – Accommodation only
4.
Single room –Accommodation only
5.
Breakfast – Please provide menu options
6.
Lunch – Please provide menu options
7.
Dinner – Please provide menu options
8.
Coffee Service (Tea/coffee, cookies)
9.
Superior Coffee Service (Tea/Coffee, Cookies, lights snacks)
Please provide details.
Per
Person
Per
Person
Per
Person
Per
Person
Per
Person
Per
Person
Per
Person
Per
Person
Per
Person
Unit Cost
(USD)
10.
11.
12.
13.
14..
Charge for large hall (up to 250 person capacity) The hall should
include sound system and microphones. Be specific as to what is
supplied with the Hall including whether the hall has facilities for
simultaneous translation.
Charge for small hall The hall should include sound system and
microphones. Be specific as to what is supplied with the Hall
including whether the hall has facilities for simultaneous
translation.
Charge for medium hall The hall should include sound system
and microphones. Be specific as to what is supplied with the Hall
including whether the hall has facilities for simultaneous
translation.
Charge for medium hall The hall should include sound system
and microphones. Be specific as to what is supplied with the Hall
including whether the hall has facilities for simultaneous
translation.
Bottled mineral water (0.5 ltr. Bottle)
Hall
per
Day
Hall
per
Day
Hall
per
Day
Hall
per
Day
Per
Person
15. Any other costs
Unit
*Please include any additional service charges or applicable fees to unit prices.
*Please see the Meals & Refreshments section below for menu requirements.
Additional Requirements
Please indicate any requirements your facility cannot accommodate.
Requirement
Description
Access
Access for people with disabilities highly preferred, please
describe access availability
Communication
 Inter room phones are preferred
 Internet access from either a common area or in
accommodation rooms highly preferred
Parking
Free parking for participants is preferred for at least 25 vehicles
Restaurant
Dining facilities for a minimum of 50 people required
Security
Security for attendees, training equipment and vehicles
Meeting Hall (Large)
 Chairs and tables for up to 250 participants, round tables
preferred
 Sufficient space for breakout groups (vendor should describe
available facilities [availability of separate rooms or hall
dividers, capacity, etc.])
 Separate restrooms for men and women close to the
training room
 Large white board and projector screens available
Meeting Hall (Small)
 Chairs and tables for up to 30 participants, round tables
preferred
 Sufficient space for three (3) breakout groups of seven (7)
people each (need NOT have separate rooms, but sufficient
space for separate working groups)
 Separate restrooms for men and women close to the
training room
 Large white board and projector screens available
Ukraine RFQ/15/155
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Meals & Refreshments
Please note that these are the minimum requirements desired by IFES Ukraine.
Item
Timing
Water
Breakfast
Morning break
Lunch
Afternoon break
Dinner
Ukraine RFQ/15/155
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Description
Timing of meals and refreshment breaks will be advised in advance of the
training workshop
Sufficient bottled mineral water to be available for all meals + in the training
room + in the accommodation rooms for all attendees
For example: Cereals, milk, egg, fruits, juice, breads, butter, jam, tea, coffee,
water
Tea, coffee, cookies or seasonal snacks
For example: Bread, vegetables, meat/fish, pickle, salad and dessert, water
Tea, coffee, cookies or seasonal snacks
For example: Bread, soup, vegetables, meat/fish, pickle, salad and dessert,
water