REQUEST FOR QUOTATION (RFQ) “INSARAG Asia-Pacific ... - UNDP
REQUEST FOR QUOTATION (RFQ) “INSARAG Asia-Pacific ... - UNDP
REQUEST FOR QUOTATION (RFQ) “INSARAG Asia-Pacific ... - UNDP
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<strong>REQUEST</strong> <strong>FOR</strong> <strong>QUOTATION</strong> (<strong>RFQ</strong>)To:Interested HotelsDATE: 3 May 2012REFERENCE: <strong>RFQ</strong>/<strong>UNDP</strong>/OCHA/024/2012<strong>“INSARAG</strong> <strong>Asia</strong>-<strong>Pacific</strong> Regional Earthquake Response ExercisePadang, West Sumatra, Indonesia”Dear Sir/ Madam:You are kindly requested to submit your quotation for INSARAG <strong>Asia</strong>-<strong>Pacific</strong> Regional EarthquakeResponse Exercise Padang, West Sumatra, IndonesiaPlease ensure that your quotation is appropriately marked as noted below. It may be submitted via fax, email inPDF Format, courier or in person, prior to the closing date by Friday, 11 May 2012 at 5 PM (Jakarta LocalTime) to:To:United Nations Development Programme - <strong>UNDP</strong>Menara Thamrin Building, 8th FloorKav. 3, Jl. M.H. ThamrinJakarta 10250, IndonesiaPh: 021-314 1308 ext.835Fax: 021-314 5251Email: aryani.amir@undp.orgAttn: Aryani Amir/Procurement UnitRef : <strong>RFQ</strong>/<strong>UNDP</strong>/OCHA/024/2012The requirements for the Accommodation and Meeting Package are as follows:No. Item Description1. General Requirement • Location: in Padang City (which have some area for outdoor activity/role play (pool side) at least, and can accommodate 4 buses)• Minimum requirement – Resort Hotel with high standard conferencerooms (ballroom) with outdoor space and facilities that can1
accommodate 170 pax comfortably• Availability of 6 breakout rooms, with breakdown:1. 1 for secretariat (27 May - 1 June 2012) for 15-20pax2. 5 breakout rooms for role play 30 May 2012 (16.00-18.00), 31 May2012 (all day), 1 June 2012 (8.00-12.30)• Availability of business centre• Good security system: the hotel security management must has a goodrelationship with the closest police station, has 24 hour reception/nightporter and security guard on duty.2. Accommodation Single room to accommodate 70 participants with details:1. 4 rooms on 27 May - 2 June2. 30 rooms on 28 May - 2 June3. 36 rooms on 29 may - 2 June( 70 rooms will be covered by OCHA & 80 rooms will be onparticipants’ personal accounts)3. Meeting Package on29 May– 1 June2011• Dinner for 150 pax on 29 May 2011• Full day meeting package for 150 pax with 2 x coffee breaks and 1 xbuffet lunch on 30 May - 1 June 20124. The MeetingPackage is Inclusiveof• Meeting room is enough to accommodate approximately 160participants,• Room Layout for meeting room is Half Round Table• Availability of open area for outdoor activities to accommodateapproximately 160 participants• Availability of desks and 3 chairs for registration in the entrance of themeeting room• Availability of desks and 4 chairs for resource persons in front of themeeting room• Availability of desks and 7 chairs for committee in the rear of meetingroom• Availability of sufficient electric extension cables for participants• 2 units standard microphones2
• 3 units wireless microphones• 1 unit LCD projector with large screen• 4 units flipcharts• Standard Sound System• Stationary (Block note & pens/pencil, water and mints – must alwaysavailable during the meeting)• Photocopy rental & operator• Full WiFi access (especially in all meeting rooms)• 5 big Buses to accommodate participant for1. Dinner Reception with West Sumatera Governor on 31 May 2012(15.00-22.00)2. Field visit on several location affected by Padang EQ 2009 (hotelambacang, gedung juang, kantor gubernur- hotel) on 1 June 2012(10.00-16.30).• We also need spare place to put booth for Simultaneous translatorequipment.Submitting a Quotation after the deadline for submission of quotations will invalidate it. It is the exclusiveresponsibility of the Bidders to ensure (a) that the package containing the quotation reaches the designatedaddress before the closing date, so that it is time stamped and acceptable for opening or (b) that the documentsare received at the specified email address before the closing date.For any questions relating to this <strong>RFQ</strong>, please contact the person mentioned above.Payment TermsTaxesCONDITIONS<strong>UNDP</strong> shall, on fulfilment of the Delivery Terms, unless otherwise provided inthis Purchase Order, make payment within 30 days of receipt of the Supplier'sinvoice for the services provided specified in the Purchase Order.Note: any bank charges and bank commissions shall be borne by the vendorAll prices/rates quoted must be exclusive of all taxes, since the UnitedNations, including its subsidiary organs, is exempt from taxes.Preliminary Examination -Completeness of quotation.Bid validity1Partial bids permitted.Thirty (30) daysX Partial bids not permitted3
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