Invitation to bid: Hotel service providers in Namibia

Goethe-Institut and the Music In Africa Foundation are implementing Sound Connects Fund (SCF), a European Union (EU) and Africa Caribbean and the Pacific (ACP) funded, 40-month project aiming to support creatives in Southern Africa in nine countries – namely Zimbabwe, Zambia, Malawi, Mozambique, Angola, Namibia, Botswana, Lesotho and eSwatini. The project aims to support creatives and practitioners through sub-grants to improve their products and services, gain more access to markets and finances, and implement initiatives focused on audience literacy.

Objective

The objective of this invitation to bid (ITB) is to enable the SCF to invite and select qualified service providers for the provision of hotel accommodation and other related services in the above-mentioned location, from 24 June 2023 to 1 July 2023 for a group of delegates starting from four (4) people (organising team) and growing to maximum 40 people.

Accommodation and conferencing requirements

Event Preparations – 24 June 2023 to 1 July 2023:

• SCF organising team – 4 (four) x single guest rooms (Windhoek).

Grantees Workshop – 25 June to 1 July 2023:

• SCF organising team + workshop delegates + workshop facilitators – 40 (forty) x single guest rooms (Windhoek).

1. Essential elements of the bid (what the service provider has to deliver)

• Hotel should have a minimum of 40 single guest rooms in Windhoek, Namibia (supporting pictures to be included of a single guest room).
• Hotel should have a rating of between 3 and 5 stars (to include rating certification from national rating system or alternative accreditation).
• Hotel should be located in the city centre/business area within the city and accessible by public transport.
• Rooms should have WiFi access and air conditioning.
• Hotel and its facilities should have access for persons with disabilities.
• Exchange bureau to be available at hotel.
• Airport shuttle availability at hotel.

2. Content of offers

A description of your company with the following documents:

• Company profile/presentation of hotel facilities.
• Registration document copy.

Please note:

• Bids not meeting the requirements above may be rejected.
• The SCF may conduct a due diligence onsite visit to the hotel in order to verify the content of the technical offer.
• Only successful bidders will be contacted. If you do not receive any communication after 19 May 2023, you should consider your bid as unsuccessful.
• Submissions after the deadline will not be considered.

3. Financial offer

• Your separate financial offer must contain an overall offer in the Euro currency.
• Successful bidders will be requested to maintain their quoted price.
• The financial offer must cover all the required services to be provided (price ‘all inclusive, final prices’). Prices must include any taxes. Goethe-Institut South Africa will only pay the total price as indicated by the offer.

4. Criteria for selection

An evaluation committee convened by Goethe-Institut South Africa and the Music In Africa Foundation will evaluate and score the different bids submitted. The evaluation consists of three parts: Quality of amenities and quality of the offer (60%), price (30%) and value add (10%). The offer with the highest number of cumulative points across all three sections will be awarded. Goethe-Institut reserves the right to ask for additional documentation after submission.

5. Submission of proposals

• Only qualified and experienced service providers capable of delivering services on time and at affordable rates, with a proven track record will be considered. The successful service provider will be accountable to Goethe-Institut. The contract will be signed with Goethe-Institut.
• Interested service providers should submit a detailed technical and financial proposal, with a detailed budget detailing all costs related to this call.

The set of proposals should include:

• A technical proposal.
• A financial proposal with detailed budget and deliverables.
• The service provider should agree to sign Goethe-Institut’s terms of contract agreement.

6. General provisions

• Bidders should note that this is a project where time, affordability and availability are of essence.
• Goethe-Institut reserves the right not to appoint any consultant, service provider or to appoint the work to more than one bidder.
• Goethe-Institut reserves the right to undertake reference and other checks, and by responding to this bid, the consultant(s)/service provider hereby gives Goethe-Institut consent/authority to undertake such checks.
• Goethe-Institut reserves the right to withdraw this bid/or amend these terms of reference by notice in writing (email or posting on the website) to only shortlisted bidders who will have responded to this call prior to the closing date.
• The award of the contract will be based on best value for money that being the best outcome for Goethe-Institut as a whole, considering price, economic, environmental and social benefits (if applicable).
• Goethe Institute reserves the right not to make an award or to accept the lowest bid.

Submissions

Offers need to be submitted electronically (preferably in one PDF) in English to Ms Priscilla Mwasinga at [email protected] with the subject line ‘Sound Connects Fund Grantee Workshop Accommodation & Conferencing’ no later than 28 April 2023 at 6pm CAT. Late submissions will not be considered.

Contact for further inquiries: SCF MEAL officer Priscilla Mwasinga [email protected].