Open call: SCF Maputo conference venue and accommodation

Context

The Music In Africa Foundation and Goethe-Institut are implementing the Sound Connects Fund (SCF), a European Union (EU) and Africa Caribbean and the Pacific (ACP) funded 40-month project aiming at supporting 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, in gaining more access to markets and to finances, as well as in implementing initiatives focused on audience literacy.

The Music In Africa Foundation is a non-profit, pan-African organisation with a vision to be the leading source of information and exchange in and for the African music sector. As the Federal Republic of Germany’s internationally active cultural institute, Goethe-Institut promotes access to the German language, encourages international cultural cooperation and provides up-to-date information about Germany.

Deadline for the submission of offers: Friday 10 November 2023.

Required services

Accommodation and conferencing requirements:

1. Accommodation for event preparations: Friday 26 January to Sunday 4 February 2024

• SCF organising team – 4 (four) x single guest rooms including breakfast

2. Accommodation – Sunday 28 January to Saturday 3 February 2024

• Conference delegates – 36 x single rooms including breakfast

3. Conference Room and Catering (Lunch and tea breaks): 31 January and 1 February 2024

• Conference room for up to 100 people with technical equipment (screen, projector and sound).
• Two tea breaks/refreshments for 100 people.
• Lunch for 40 people (in a separate room).

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

1. Hotel should have a minimum of 55 single guest rooms in Maputo, Mozambique.
2. Conference package that serves lunch and refreshments for up to 100 people for the duration of the conference.
3. Hotel should have a rating of between 3 and 5 stars (to include rating certification from national rating system or alternative accreditation).
4. Hotel should be located in the city centre/business area within the city and accessible by public transport.
5. Required catering services: breakfast for delegates staying at hotel, coffee provisions for conferencing breaks (including coffee, tea, mineral water, juice, soft drinks, fresh fruit, biscuits, snacks, etc.), warm (buffet) lunch (special dietary requirements to be catered to e.g. vegetarian, lactose intolerant, vegan. etc.).
6. Hotel and its facilities should have access for people living with disabilities.
7. Hotel should have reliable internet connection (able to handle concurrent usage of up to 50 users, with fast and reliable internet). WiFi and hard -wired internet in the hotel conference facilities.
8. Hotel should have conference room(s) and related services available in hotel or within 250m distance from the hotel (the hotel is fully responsible for the sub-contract matters if needed).
9. Rooms and conference venue should have WiFi access and air conditioning, as well as basic technical equipment (projector, sound system and screen).
10. Preferably have an exchange bureau to be available at hotel.
11. Airport shuttle availability at hotel.

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 (40%), price (50%) and public reviews (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.

Submission of proposals

1. Technical proposal and description of facilities.
2. Company profile/presentation of hotel facilities and registration document copy.
3. Financial proposal:

• Financial proposal must contain an overall offer in the local currency or 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”). VAT must be indicated separately. Goethe-Institut South Africa will only pay the total price as indicated by the offer.

NOTE: Bids not meeting the above requirements 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 1 December 2023 you should consider your bid as unsuccessful. Submissions after the deadline will not be considered.

General provisions

1. Bidders should note that this is a project where time, affordability and availability are of the essence.
2. Goethe-Institut reserves the right not to appoint any consultant, service provider or to appoint the work to more than one bidder.
3. 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.
4. 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.
5. 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).
6. Goethe-Institut reserves the right not to make an award or to accept the lowest bid.

Miscellaneous

• The information, materials and documents made available by the contracting authority may only be used for the purpose of this tender, have to be kept strictly confidential and are not allowed to be re-circulated to third-parties without prior approval of the contracting authority.
• Costs incurred for the preparation and presentation (including travel expenses) for the bid cannot be reimbursed. Unless otherwise agreed, the documents, samples, etc. attached to the bid will pass into the ownership of the contracting authority; bidders cannot claim a reimbursement of any costs.

Instructions on submission of offer

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 Conferencing Maputo’ no later than Friday 10 November 2023. Late submissions will not be considered.