SI-2024-12-16 Project (Hotel Accommodation & Banquet) at John Snow Inc - JSI

Vendor’s Expected Delivery Date:	January 6th 2024 to December 5th, 2025
Delivery Location:	Bayelsa, Edo, Imo, Jigawa and Lagos States

 

Indicate Product Origin (Country of Manufacture):	N/A
JSI-Payment Terms:	Within 30 days of delivery and presentation of completed, signed invoice and delivery note.
RFQ Closing Date:	December 23rd, 2024

 

S/N	Items	Specifications	Quantity	Location
1	HOTEL ACCOMMODATION	ROOM CATEGORIES ROOM- RATE  (BED& BREAKFAST) COMPLIMENTARY ITEMS THAT ARE ATTACHED WITH THE ROOMS. (INTERNET, ETC)	1yr contract	EDO STATE
2	HALL	RATE CAPACITY COMPLIMENTARY ITEMS THAT ARE ATTACHED WITH HALL USAGE SUCH AS (PROJECTOR, SCREEN, FLIP CHART & PSA)	1yr Contract	EDO STATE
3	FOOD MENU	TEA-BREAK (INCLUDING WATER) BUFFET LUNCH	Iyr Contract	EDO STATE
4		MODE OF PAYMENT
		CONDITION FOR PAYMENT
		NOTE, WE ARE USAID FUNDED AS SUCH WE SHALL APPRECIATE RATES GIVEN TO USAID /WHO/UNICEF’s RATES

Delivery  locations

 Bayels, Edo, Imo, Jigawa and Lagos  States

Documentation: Vendors are expected to submit the following 

• Pro-forma Invoice
• CAC
• Tax Identification Number (TIN)
• Pictures of rooms and hall.
• Copy of menu
• List of reputable corporate vendors you have worked with in the past.

.Requirement/Evaluation Criteria:

Bidders are expected to submit properly signed financial bid with company’s letter head paper.

• Classes of rooms & rates.
• Meeting hall capacity and rate.
• Copy of menu (Tea-break,Lunch & Dinner)
• Complimentary items attached with rooms & hall usage 
• Validity period of quote
• T&C of the hotels

Note:  The Financial bids must be in NGN 

Following the requirement of the Federal Government of Nigeria, JSI Research & Training Institute, Inc. (JSI) will deduct withholding tax from the total contractual sum( 5% on Meals & Accommodation and 10% on Hall Usage).  Also, note that JSI- is a Non-Governmental Organization (NGO) and is inclusive of VAT on Meals and Service Charge.

• JSI reserves the right to reject any or all bids if it fails to meet the criteria or submitted after the stipulated closing date.
• Only successful bidder(s) shall be notified and will be asked to sign a Local Purchase Order (Contract document) with JSI Research and Training Institute, Inc. for a period of one year.

Engagement Period

The expected period of engagement will be for one year. However, this is subject to renewal upon     satisfactory performance of the vendor and availability of funding.

The period for this service engagement will be one year from date of signing of Purchase Order. 

Essential requirements/ Selection Criteria

Instructions

 The following information should be provided, including:

• Company Name and Address
• Authorized Contact Person
• Length of time the quote is valid (Estimated Period for completion)
• Completed certifications regarding debarment and terrorism financing (see attachments).
• Past Performance Information.  Please provide descriptions of three similar tasks performed in recent years and three (3) verifiable references with contact information.
• Quotations should certify as to the financial viability and resources of the company to provide the proposed goods within the period of performance (with verifiable proof of corporate bank existence). 

The quotation should include separate technical and cost information detailed below.

Technical Information Requirements

 Technical Requirements

The quality of the products that JSI purchases are as important as any other specification.  Quality requirements are included in each item’s specifications.

Cost Information Requirements

The cost information must be in Nigerian Naira, including: 

• Unit price by item and total price for all items quoted.
• JSI is a VAT exempted organization.
• Costing MUST be in line with drafted specification guideline. 

Award Basis

Quotes should be responsive to be considered for award, or they may be disallowed from further consideration.  Responsive quotes are submitted on time and include all information requested. 

JSI will evaluate responsive quotations considering a variety of factors including but not limited to technical acceptability, Service, Delivery, Experience and Price.  The award shall be made on basis of all items together.

Technical (30points)

• Degree to which the features of proposed model coincide with the desired features as contained in the specification technical specifications.

Completeness of Documents (20 Points)

• Evidence of Tax payment to relevant authorities within the last 12months.
• Evidence of Registration/legal standing (LGA, State and National. Affiliation with Other relevant professional bodies plus).
• Bank statement copy
• Letter of Referee from bankers, not later than 3months from the date of application

Price –Economic value for money (30points)]

Delivery period (10 points)

• Turn-around time from issuance of purchase contract to finishing and hand over.

After sale Service (5 points)

• To be stated in letter of forwarding acceptance to carry out after delivery service at no cost, if the damage is within the specification and is within 90 days from the date of hand over of completed job.

Experience and Past Performance (5points)

• Company longevity and financial stability.
• General experience providing similar services.
• References from clients who have bought similar services.
• Quality of previous business relationship with JSI/JSI R&T or any USAID funded project, if any.
• Domestic previous Experience. 
• Sample (s) of similar verifiable jobs done in the past

Clauses

DEADLINE

Quotes must be received by the designated deadline or shall not be considered. 

QUESTIONS OF CLARIFICATION

Interested companies should direct any questions about the RFQ in writing no later than December 20th 2024. Please direct all your questions to JSI Country Finance & Operations Director, Abuja office. Responses will be distributed to all RFQ recipients. All correspondence with JSI pertaining to this RFQ must reference the contact person and RFQ number on page 1. If after 30 days from the date of RFQ closure you did not hear from JSI, it means your application was not successful.

OFFER VALIDITY

Your quotation must remain valid for a minimum of 60days. Quotations should be signed by an official authorized to do so.

LANGUAGE

The quote, as well as correspondence and related documents should be in English.

NEGOTIATIONS 

The most competitive quote is requested.  It is anticipated that contracts will be awarded solely on the basis of information received.  However, JSI reserves the right to request responses to questions and conduct negotiations with any potential vendor prior to awarding a contract.

 REJECTION OF QUOTES

This document is a request for quote only, and in no way obligates JSI or USAID to make an award.  JSI reserves the right to reject any and all offers received and/or to cancel the RFQ.  Vendors whose quote is not selected may be notified.

INCURRING COSTS 

JSI is not liable for any cost incurred during preparation, submission, or negotiation of an award for this RFQ. The costs are solely the responsibility of the potential supplier.

REPRESENTATIONS AND CERTIFICATIONS

The quote shall be accompanied by any requested representations and certifications completed and signed by an official authorized by the potential supplier.

AWARD TYPE

JSI anticipates awarding a fixed price contract(s). The award will include a statement of the total fixed price; the delivery date and other clauses; and invoicing information. Any expenses incurred in excess of the agreed upon amount will be the responsibility of the company and not that of JSI. Therefore, provide the most competitive and realistic cost/budget proposal to cover all foreseeable expenses related to the tasks outlined in this document.

FINANCIAL RESPONSIBILITY 

Quotes must certify as to the financial viability and resources of the company to complete the proposed activities within the period of performance and under the terms of payment mentioned below. JSI reserves the right to request and review the latest financial statements and audit reports as part of the basis of the award.

PAYMENT

JSI policy prohibits advance payment.

Payments will be made on the following basis:

• The supplier will submit an invoice for payment after being notified of receipt and acceptance of the goods/services by the JSI Country Director or designee(s). Acceptance is predicated upon the compliance of the goods/services with the specifications set forth in the contract. 
• The supplier will be paid an amount as stated on the contract. JSI payment cycle is net 30 days upon receipt of vendor invoice.
• Should the supplier require payment along other terms and conditions, these will need to be negotiated with JSI prior to final award and issuance of the contract. Full cooperation with JSI in meeting the terms and conditions of payment will be given the highest consideration.

Note that any submission made after the stipulated date will not be considered.