ANNOUNCEMENT No. 2019.3 | VENUE HEAG Supervisors Workshop | Closing May 13, 2019 at 4:00pm

VENUE ANNOUNCEMENT No. 2019.3 – HEAG Supervisors Workshop

Announcement Date: April 29, 2019

Closing Date:              May 13, 2019 at 4:00pm

The U.S. Peace Corps/Uganda wishes to find a venue for an upcoming workshop. The desired venue should meet the requirements below:

  • Be 15-30kms from Kampala City Center
  • MUST be of a modest setting (not a four or five star hotel),
  • Have accommodation of at least 85 single rooms; 25 shared/twin; and 2 double room
  • Be able to host 159 participants
  • Conference hall should be able to accommodate up to 160 people
  • Be able to provide complimentary outdoor space for team building activities and breakout sessions,
  • Availability of WIFI and good connectivity

If vendor meets specified requirements above, please fill out the RFQ below:

  1. Price/Period of Performance: August 3 – 9, 2019

Supplies or Equipment (see Appendix1) 

Date Item/Description # of people QTY/Amount of Units Rate Per Unit Cost Subtotal
8/3/2019 Storage Room 1
  Office Space for Staff 15 2
  Lunch 4 4
  Break tea (PM) 66 66
  Dinner 66 66
  Singles 12 12
  Shared/Twin 50 25
  Doubles 4 2  
    SUBTOTAL
8/4/2019 Conference Hall (Medium) 80 1
  Storage Room 1
  Office Space for Staff 15 2
  Breakfast 66 66
  Break tea (AM) 73 73
  Lunch 73 73
  Break tea (PM) 73 73
  Dinner 73 73
  Singles 19 19
  Shared/Twin 50 25
  Doubles 4 2  
  SUBTOTAL
8/5/2019 Conference Hall (Medium) 80 1  
  Storage Room 1
  Office Space for Staff 15 2
  Breakfast 73 73
  Break tea (AM) 83 83
  Lunch 83 83
  Break tea (PM) 83 83
  Dinner 73 73
  Singles 19 19
  Shared/Twin 50 25
  Doubles 4 2  
  SUBTOTAL
8/6/2019 Conference Hall (Big) 200 1  
  Conference Hall (Medium) 80 1
  Storage Room 1
  Office Space for Staff 15 2
  Breakfast 73 73
  Break tea (AM) 83 83
  Lunch 83 83
  Break tea (PM) 142 142
  Dinner 132 132
  Singles 78 78
  Shared/Twin 50 25
  Doubles 4 2  
  SUBTOTAL
8/7/2019 Conference Hall (Big) 200 1  
  Conference Hall (Medium) 80 1
  Storage Room 1
  Office Space for Staff 15 2
  Breakfast 132 132
  Break tea (AM) 149 149
  Lunch 149 149
  Break tea (PM) 159 159
  Dinner 149 149
  Singles 85 85
  Shared/Twin 50 25
  Double Rooms 14 7  
  SUBTOTAL
8/8/2019 Conference Hall (Big) 200 1  
  Conference Hall (Medium) 80 1
  Storage Room 1
  Office Space for Staff 15 2
  Breakfast 149 149
  Break tea (AM) 159 159
  Lunch 159 159
  Break tea (PM) 0 0
  Dinner 149 149
  Singles 85 85
  Shared/Twin 50 25
  Double Rooms 14 7  
  SUBTOTAL
8/9/2019 Breakfast 149 149  
  TOTAL
  VAT (18%)
  Local Tax
      GRAND TOTAL

Supplier Unit Quotes shall be a Firm Fixed-Price, and inclusive of any administrative or overhead costs.

Workshop requirements (for special requests that are not indicated above);

N/A 

  1. Statement of Work/Specifications
  • A venue that is quiet and conducive for training, away from so much traffic and noisy drinking joints.

Delivery Schedule

Item Description Date
Single Rooms August 3 – 8, 2019
Shared/Twin Rooms August 3 – 8, 2019
Double Rooms August 7 – 8, 2019
Conference Hall (Big) August 6 – 8, 2019
Conference Hall (Medium) August 4 – 8, 2019
Office Space for Staff August 3 – 8, 2019
Breakfast August 4 – 9, 2019
Break Tea (AM) August 4 – 8, 2019
Lunch August 3 – 8, 2019
Break Tea (PM) August 3 – 8, 2019
Dinner August 3 – 8, 2019

Extended Warranties Offered by Supplier, if applicable

Unit                 Total

Item     Description                                          Unit/Qty                     Price                Price

0001     ——                                                     ——-

0002     ——                                                     ——-

  1. Location of Work: Central, Uganda
  1. Acceptance Criteria

All rooms; lodging, conference and meeting rooms, must be ready for inspection by July 19, 2019.

  1. Contract Terms and Conditions

Full board service (food and beverages) will be rendered by the vendor including. Conference halls, offices, meeting rooms, storage and meals will also be rendered.

  1. Peace Corps Payment Schedule and Terms

Supplier will receive part payment before/during the workshop if needed and final payment will be made after the conference and receipt of valid/accurate final invoice is presented to Peace Corps.

  1. Evaluation Factors:

Award will be made after consideration of the following factors as marked below:

  • Price
  • Training requirements for example availability of breakout space
  • Payment Terms
  • Conducive learning environment (quiet)
  • Safety and Security consideration

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.

  1. Instructions to Vendors:
  2. Please read RFQ/email in its entirety including factors that will be considered in making award in Section I.
  3. Return completed RFQ by due date as follows:
    • Fill in prices in Section A.
    • Unless delivery date(s) are provided, provide delivery date(s) in Section E.
    • List/state any other terms or items in Section A 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.
    • Sign, date, stamp and return RFQ by required due date.
    • As indicated in Section F, please indicate whether or not you will need at advance payment.
  1. Other Terms/Items Offered at No Additional Cost:

 

SUPPLIER AUTHORIZED REPSENTATIVE

Name: _________________________     Position/Title: __________________________

Signature: ______________________     Date: _______________________________

Phone: ________________________      Email: _______________________________

Contact Details

Interested parties are required to review all information and complete the Request for Quotation.  After the FORM has been filled, kindly email to Point of Contact (POC):

POC Name: Esther Hadoto

Email addresses:  ehadoto@peacecorps.gov

Please use the Peace Corps RFQ and do not alter the form except for putting in your figures. If you have any question, please don’t hesitate to contact us.

We look forward to receiving your quotation.